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HomeMy WebLinkAbout07-08-2015 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, July 8, 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 June 10, 2015 (Settle) – 5 minutes 2.Consideration of June 2015 Financial Reports (Settle) – 5 minutes 3.Update to PB Companies Development Project and Committee Review (Cohen / Stterlund) – 20 minutes 4.Discuss Loaning Practices for Jack House Collections (Committee) - 20 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) – 40 minutes a.Strategic Planning (Crotser, Settle, Ulz) b.Carriage House Accessibility (Crotser, Papp, Walhert) c.Collections Policy (Settle, Ulz, Darnell) 9.Member Comments/Communications/Reports (Committee) – 30 minutes Adjourn to next Scheduled Regular Meeting: August 12, 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, June 10, 2015: 5:33 PM DRAFT CALL TO ORDER: Chair Kathi Settle called meeting to order at 5:33 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: Committee Members Bob Gordon, Susan Updegrove, and Leah Walhert STAFF: Melissa Mudgett – Recreation Manager, David Setterlund- Recreation Supervisor, Faith McDonald- Recreation Specialist Public Comment None 1.CONSIDERATION OF MEETING MINUTES (Settle) MOTION: (Kincaid/Crotser) Approve Meeting Minutes of May 13th, 2015 as amended. Approved: 4 yes: 0 no: 3 absent: David Foote not Foot. At their ongoing project revisions. History Mixer included not include Spokes is a non-profit support organization. 2.CONSIDERATION OF FINANCIAL REPORT (Settle) MOTION: (Ulz/Kincaid) Approval of May 2015 Financial Reports. Approved: 4 yes: 0 no: 3 absent 3.APPROVAL OF PROMOTIONS FUNDING CARRIAGE HOUSE ART EXHIBIT MATERIALS (ULZ) MOTION: (Kincaid/Crotser) Approve to use promotional funds on estimated expenses and look for outside sources to absorb additional costs. Approved: 4 yes: 0 no: 4 absent Jack House Committee DRAFT - MINUTES 1-1 2 See attached proposal. Committee Comments: Mudgett: Promotional Funds can be applied to the house unless the committee chooses to vote to spend the money on an alternative venture that supports the house. Jack House Fund expenditures can be spent up to the amount of revenues accrued. This money can be used on contract services, purchase of materials, etc. The committee can vote to have these monies spent on this exhibit. Vice Chair Kincaid: Currently the Rack Cards have been purchased and previous meetings have proposed that promotional funds be used towards monthly ad costs in local publications. Recreation Supervisor Setterlund: The cost of a quarter sheet ad in the New Times is estimated to be $400/month. The Promotional Fund Account receives another $10,000 in July which would not affect current ad promotion spending. An invoice to the History Center of San Luis Obispo County will be sent immediately. 4.UPDATE TO PB COMPANIES DEVELOPMENT PROJECT AND COMMITTEE REVIEW (Mudgett) Based on a delay from the developer, the ARC Review has been moved to either July or August. The city would like the Jack House Committee to be included in the review process by examining the updated conceptual plans and submitting feedback and a formal response to the ARC prior to the July or August Review date. A copy of the plans will be emailed to the committee and a hard copy will be available at the Parks and Recreation office. Based on committee consensus this topic will be added to the July Agenda for further discussion and status updates. 5.STAFF REPORT FOR PARKS AND RECREATION (Setterlund) Triathlon is currently seeking volunteers. Junior Giants begins June 15th Summer Adult Softball is in full swing Free Bocce Ball on Thursday afternoons Dive In Movie on June 12th Summer Swim begins June 15th Rec Swim begins June 15th 1-2 3 Junior Ranger Camp begins June 15th Beginner Skate Camp begins June 15th Staff Training for Youth Services begins June 15th Ultimate Summer Day Camp begins June 22nd Council meets June 11th at 4pm in Council Chambers to discuss CIP projects. Community Garden at Laguna Lake Golf Course has been approved and will be the first and only garden using recycled water Rangers have been approved to hire a new full time ranger and two Limited Benefited Temporary staff as well as purchasing two new vehicles. 6.JACK HOUSE DOCENT ACTIVITIES (Papp) Continued discussion on loaning objects out of the house and also accepting loans to display at the house. Docents voted that they are in favor of receiving and directing loans. City Attorney was contacted on how to proceed, and directed Friends to work with Jack House Committee. August Tea has been cancelled. History Trail Collaborative with other county institutions is still in the works. Developing curriculum with Recreation Supervisor Setterlund that will attract students of specific age groups. Committee Comments: Committee Member Ulz discussed that while the docents are the guardians of the Jack House Collections the policies regarding loans is under the purview of the city and not the docents. The Collections Policy Sub-Committee is currently stalled and will resume meetings. Chair Settle believes that the curriculum development will need a full year to be developed and marketed to local schools. 7.FRIENDS OF THE JACK HOUSE UPDATES (Papp) Richard Field Levine Exhibit has been cancelled due to Facility Rental Conflicts. The exhibit will move forward with the History Center. A plan needs to be developed in order to meet the needs of both contracted users and visitors. Committee Comments: Chair Settle agrees that a plan needs to be developed in order to move forwards with similar programs in the future. Friends of the Jack House was created as a fundraising arm and not programming. 1-3 4 Committee Member Ulz stated that further discussion is needed to in order to find balance between wedding facility usage and historic site use. Committee Member Crotser moved to create a sub-committee with city staff and Jack House Committee to identify how weddings impact the city and the original grant of the house. This committee will work to create a recommendation for how coexistence should continue. 8.SUB-COMMITTEE REPORTS (Settle) 1.Strategic Planning (Crotser, Settle, Ulz) A consultant from Spokes or similar agency would cost roughly $800. There is an additional $250 annual fee to join Spokes. The committee still needs to define what goals and objectives need to be addressed in a strategic planning meeting with all relevant stakeholders and the location, date, and financing of meeting needs to be addressed. A paragraph will be developed by sub-committee for soliciting a quote from the attached facilitators. Further discussion will resume at the July Committee Meeting. Recreation Manager Mudgett commented that the revenues fund still has an available balance that could be used for a facilitator and associated fees. 2.Carriage House Accessibility (Crotser, Papp, Walhert) See attached sketch. Currently the plans do not call for handrails which would have been an added expense. A temporary ramp can be made using pavers. PB Companies might have a more elegant solution, but the current proposal would be a more immediate fix to meet ADA compliance for the Carriage House. A gate would be needed for public access as well. Recreation Manager Mudgett identified the three ways the proposed project could be funded; 1.As a PB Companies project pending development approval. 2.Through the City’s internal capital improvement program for 2019/2020 3.Through the Jack House Trust funding or Jack House funds where the JHC and Trust present the project as a site improvement donation to the city and council accepts that improvement as a donation. Volunteers do not need to be paid prevailing wage. 9.MEMBER COMMENTS AND COMMUNICATIONS (Committee) Committee Member Ulz: Distributed rack card for the History Center’s Summer Exhibits. Chair Settle: Attended the Advisory Body Meeting to lobby for the elevator removal project. Presented council with a letter to further case for the immediate need of this project and urges committee to attend August 27th meeting. The Los Ranchos 3rd graders had a wonderful time touring the house and were most interested in the chamber pots, small closet, and slanting bathroom. They had a great time. Dan Krieger offered multiple publicity opportunities recently with his article and recent retraction. 1-4 5 Recreation Manager Mudgett discussed that Katchy had emailed council that there is funding in the Trust that could be used to contribute to the elevator removal project. She asked council if they would approve the grant and match the amount for the elevator removal project. Council correspondents came through in a very timely manner. Council gave consensus and directive to staff to look for the remaining $22,000 needed to complete the project and provide options where that funding could be pulled from. This is still an initial consensus for directive and the committee should still come out Thursday to continue advocating for this project. The topic of facility rentals with Recreation Supervisor Hyfield will be added to the August Agenda. The Friends of the Jack House website can move forward as long as no city logo or link to city website is included. Additionally, the city cannot link to the Friends of the Jack House website. Another option would be for the Jack House Committee to work with staff on updating current website and provide facts, calendar updates, and photos. Committee Member Papp spoke with City Clerk about elevator removal project and received the same message as Recreation Manager Mudgett. Docents put together a letter for each council member and will be present at meeting. Meeting adjourned at 7:36pm to Regular Meeting on July 8th, 2015 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 1-5 6 Jack Ranch Photographs Exhibit Proposal Due to severe limitations in the availability of the Carriage House for visitation that only recently came to light, the Richard Field Levine exhibit that was planned to open there in summer 2015 must be postponed until 2016. Because commitments were already made to other parties involved with the exhibit, I propose that we fulfill those obligations by producing the exhibit this year as planned and hosting it at the DANA Cultural Center in Nipomo (where it will be paired with an exhibit about the History Center’s public history project on SLO County cattle brands) until such time as the Carriage House is ready to receive it. In addition to allowing us to fulfill our partnership commitments, this plan will vastly increase the number of hours that the exhibit will be open to the public – and the number of visitors who will see it and learn about the Jack House. Because the exhibit will be produced with the Carriage House in mind, it will be easy to reinstall it at the Jack House when the time comes, and provide a permanent baseline exhibit to compliment the Jack House with an in-depth look at the history of Jack’s ranching and business interests. Elements from the exhibit The Jack Ranch: History Doesn’t Stop will also be incorporated along with Levine’s photographs. Given the timing of our city promotional funds balance for 14/15, I am also proposing that the History Center invoice the City for estimated exhibit production costs now, and provide a detailed accounting of all expenditures over the next two months as the exhibit is produced. This will allow us to produce the exhibit in a deliberate manner, rather than racing to spend the money in the next week. In the event that exhibit expenses come in under budget, the History Center would reimburse the City for the balance. In the (unlikely) event that expenses are greater than expected, depending on the nature and magnitude of the expense, the History Center would either absorb the expense into its own exhibit production or alert the City and await further direction from staff and/or Jack House Committee. Estimated Breakdown of Expenses: Professional Services from Exhibit Designer Daniel Solis - $1,535 Photo printing on wood - $3,380 Text printing on PVC - $1,439 Total: $6,354 1-6 2014-15 FY Reporting Date:July 1, 2015 Accounting Periods:12 June 1 - 30, 2015 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 10,262.22$ Acct 625-3901 BUDGET BALANCE TO-DATE REMAINING $ - $ 3,359.67 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ (1,160.95)2,198.72$ City Fund-100 $ 10,500 $ (10,548.16)(48.16)$ JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to June 30, 2015) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to June 30, 2015) Jack House Revenues (Fund 625) Total Expenditures (through june 30, 2015) 2-1 JACK HOUSE Accounting $ 3,110.67 $ - $ - $ - $ 12.75 $ - $ 12.75 $ - $ - $ 20.00 $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ 20.00 625.58120 – JH Revenue (Tours) $ 20.00 $ 100.00 6/17/2015 - Cash Receipts Interface $ 96.25 $ 216.25 $ 249.00 Total Number of Books Either Gifted or Sold No Activity $ 3,359.67 625.47010 – Other Contributions (Donations) 625.42760 – Interest on Investments Beginning Balance (May 31, 2015) Jack House Fund REVENUES Fund 625 Revenue (through June 30, 2015) 6/16/2015 - Cash Receipts Interface 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) 6/3/2015 - Cash Receipts Interface 0 6/3/2015 - Cash Receipts Interface TOTAL JACK HOUSE FUND REVENUE 6/3/2015 - Donation Sub-Total Tours Revenue: Sub-Total Donations: 2-2 JACK HOUSE Accounting $ - Sub-Total: $ - $ - $ - $ - 60280.7244 Promotions $ 370.00 $ 320.79 $ 41.54 $ 6.48 $ 5.00 6/19/15 - History Center $ 6,354.00 6/19/15 - Eva ulz $ 61.20 6/19/15 - Eva Ulz $ 40.80 $ 7,199.81 $ (48.16) 6/19/15 - Credit Card Jack House Fund EXPENDITURES Ending Balance Remaining (Matching Finance Plus System) Account 100.60280.7244 $ 7,151.65 Beginning balance as of May 31, 2015 (Matching Finance Plus System) 6/19/15 - Credit Card 6/19/15 - Credit Card Ending Expenditure Balance (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of May 31, 2015 (Matching Finance Plus) 89140.7789 Cost of Materials for Resale No Activity No Activity $ 1,160.95 Expenditures (through June 30, 2015) Account 625-89140 Total Expenditures: Sub-Total: 89140.7227 Contract Services 6/19/15 - Credit Card 6/19/15 - Credit Card Expenditures (Post Dates through June 30, 2015) Jack House Promotions City General Funds - EXPENDITURES $ 1,160.95 2-3 3-1