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Home My WebLink About08-12-2015 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, August 12, 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 Staff: Melissa Mudgett, Dave Setterlund, Faith McDonald 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 July 8, 2015 (Kincaid) – 5 minutes 2.Consideration of July 2015 Financial Reports (Kincaid) – 5 minutes 3.Approve piano tuning quotation (Papp) – 5 minutes 4.Discuss pilot program Sunday Victorian Games and Jack House History (Setterlund) – 10 minutes 5.Update on Jack House Elevator Removal Project (Mudgett) – 5 minutes 6.Staff Report for Parks and Recreation Updates (Setterlund) – 5 minutes 7.Jack House Docent Activities (Papp) – 10 minutes 8.Friends of the Jack House Updates (Papp) – 10 minutes 9.Sub-Committee Reports (Settle) – 30 minutes (10 minutes each subcommittee) a.Strategic Planning (Crotser, Settle, Ulz) b.Carriage House Accessibility (Crotser, Papp, Walhert) c.Collections Policy (Settle, Ulz, Darnell) 10.Member Comments/Communications/Reports (Committee) – 20 minutes Adjourn to next Scheduled Regular Meeting: September 9, 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, July 8, 2015: 5:35 PM DRAFT CALL TO ORDER: Chair Kathi Settle called meeting to order at 5:35 PM ROLL CALL: Chair Kathi Settle, Committee Members Eva Ulz, Susan Updegrove, Leah Walhert, and Exofficio Committee Member James Papp ABSENT: Committee Members Bob Gordon, Chuck Crotser, and Vice Chair Toni Kincaid STAFF: David Setterlund- Recreation Supervisor, Faith McDonald- Recreation Specialist GUESTS: Rachel Cohen, City of San Luis Obispo Associate Planner, PB Companies; Jenny Emerick, Randy Alonzo, and Rex Stewart Public Comment None 1.CONSIDERATION OF MEETING MINUTES (Settle) MOTION: (Updegrove/Ulz) Approve Meeting Minutes of June 10th, 2015 as amended. Approved: 4 yes: 0 no: 3 absent Moving forward, specific edits will be emailed to the recreation specialist post meeting in order to include specific paragraphs and pages where edits are suggested. Item 7: After reviewing the bylaws of the Friends of the Jack House was determined the Friends Committee was created in support of fundraising. pg. 1.3 Richard Levine has been postponed; not cancelled 1.5: Are not mutually exclusively options but in “addition to”. 2.CONSIDERATION OF FINANCIAL REPORT (Settle) MOTION: (Ulz/Updegrove) Approval of June 2015 Year-End Financial Report. Approved: 4 yes: 0 no: 3 absent Jack House Committee DRAFT - MINUTES 1-1 2 Eva Ulz has not received two checks that are owed to her. Dave Setterlund is checking on status. Moving forward all credit card purchases will include a short description. 3.UPDATE TO PB COMPANIES DEVELOPMENT PROJECT AND COMMITTEE REVIEW (COHEN / SETTERLUND) City Staff Associate Planner, Rachel Cohen, provided a brief overview for the Committee of the current PB Companies project. She explained that the 581 Higuera project was presented to the Architectural Review Commission (ARC) at the end of 2014 and that the ARC made recommendations to the applicant (PB Companies) for changes. The review will consist of all three building locations as one development project. The Cultural Heritage Committee (CHC) and the ARC are hosting a joint public meeting on Monday July 13th at 5:30 PM in Council Chambers to provide conceptual review of the project. The ARC will provide direction to the applicant. The current proposal includes additional visuals of the project. The applicant has included several images on how the project would look next to the Jack House property, but at this time the ARC will not be giving direction in regards to the Jack House property. Renderings of the building adjacent to the Jack House at 570 Marsh depict an overhang and walkway. The proposed buildings will be mixed use with residential on the top 3 floors and commercial on the bottom. The residences will be for sale with units ranging from studios to 3-bedroom units. The Building located at 581 Higuera will also be alongside the Jack House (currently the Mission Bank Building). PB Companies Comments: Randy Alonzo, PB Companies, said that the current timeline for the project is 18-24 months with all three properties under construction at the same time. The back property is currently proposed at 59 ½ ft. high and 4 stories. Disclosures to buyers regarding the summer wedding at the Jack House will be presented and signed documents can be obtained for the JH in order to limit noise complaints. Due to previous suggestions the garage entrance is now on Nipomo and a bike row will line the Jack House property line. He added that the increased lighting around the project should increase pedestrian activity. PB Companies is seeking input and feedback from the Jack House Committee input regarding the project’s conceptual design. Staff Comments 1-2 3 Staff member Rachel Cohen added that the current PB Companies development proposal does not trigger any requirements under CEQA (California Environmental Quality Act), but that the CHC will be reviewing any CEQA requirements as part of the project’s review. The CHC can make recommendations to the ARC for review and approval. Rachel reminded the Committee that the joint meeting of the CHC/ARC is an initial review and that no final decisions will be made at the July 13th meeting. The applicant will need to respond to any recommendations. Any project changes that occur will need additional feedback and review. Developer suggestions regarding a change in use or enhancement to the City-owned Jack House property will require approval from the City Council. Committee Comments Committee Member James Papp asked if CEQA covers historic protection and further added that the Jack House is on the National List of Historic Places. Committee Member Eva Ulz said that the light and view shed of the property is protected in the grant deed of the property; as are the grounds and gardens. Chair Kathi Settle commented that this proposed development is a high density project next to a historic building. A letter will be drafted by Committee Member Ulz regarding each member’s concerns and the Committee will share at the Joint CHC/ARC meeting on July 13th. She added that her concerns are that construction will impact the property and the projected increase in residents will have an impact on increased noise complaints from Jack House events. 4.DISCUSS LOANING PRACTICES FOR JACK HOUSE COLLECTIONS Committee Member Eva Ulz provided a draft policy to the Committee. The details should be discussed in the collections policy which would then go to City Council for approval. One of the main issues for the collection is not having a loan term policy. Another issue is not having a dedicated member or staff to follow and update policy and loans continuously. Collective Access program includes collections management software. Tools to track who donates an object, etc. or lend something out to a conservator are all valuable resources that the program provides. Chair Kathi Settle said that the loan policy will be postponed until the collections policy is drafted. This process will also address Jack House display policies. 1-3 4 5.STAFF REPORT FOR PARKS AND RECREATION (Setterlund) Rangers: City Council approved the Bishop Peak Environmental Plan Stenner Flow trail is almost complete Friday Night Skate: Lekker Skateboards and DJ Damian will be at Aloha Night Movies in the Mission starts on August 1st SLO Triathlon is on July 26th Youth Services: Field Trip to Santa Margarita Ranch 6.JACK HOUSE DOCENT ACTIVITIES (Papp) Docents did not hold a meeting last month in order to attend City Council Meeting addressing the elevator shaft removal. 7.FRIENDS OF THE JACK HOUSE UPDATES (Papp) Committee Member James Papp updated the Committee that Katchy Andrews offered a direct match from the Jack Family Trust in support of the Elevator Shaft Removal capital project. Clarification from Katchy, as executor of the Jack Family Trust, is needed regarding this proposal as the Committee is unsure if this involves Jack House Committee fund balance. It has been suggested that the Friends of the Jack House could support fund raising efforts if needed. Staff member, Dave Setterlund, said he will verify with Katchy Andrews and respond to the Committee with clarification. Dave will also clarify for the Committee the City’s guidelines for accepting donations. James asked the Committee to include that funding allocation for the piano tuning on the August agenda. The current piano tuning costs are estimated at $500. He added that the Phoebe Hearst Musical tickets will be sold at $100 to the general public and $75 for Friends of the Jack House and docents. There will be a live opera and lecture from UC Santa Cruz. There is a potential to have wine tasting at this event from Epoch winery. Only 40 tickets will be available. The Event is scheduled for Friday, August 14th. James said that they would like to offer “Victorian Games” on Sundays in the Jack House Gardens. Victorian sports such as croquet, badminton, tea etc. will be offered. He asked the Committee to include discussion of Victorian Sports in the August agenda to discuss how this new programming would affect promotional budget, weddings, and overall use of the Jack House grounds. 8.SUB-COMMITTEE REPORTS (Settle) a.Strategic Planning (Crotser, Settle, Ulz) 1-4 5 Committee Member Ulz and Chair Settle drafted and sent out letter requesting facilitators for the Strategic Planning Meeting. So far there has been 1 response. Chair Settle will meet with the facilitator to address questions and goals. The sub-committee would like this meeting to take place early this fall. Progress reports on this topic will be included in next month’s agenda. b.Carriage House ADA Accessibility (Crotser, Papp, Walhert) Discussion about the Carriage House ADA Accessibility has been postponed to a later date. c.Collections Policy (Settle, Ulz, Darnell) Discussions about the Collections Policy have been postponed until Marilyn returns. Loan regulations and procedures will be included under this policy. 9.MEMBER COMMENTS AND COMMUNICATIONS (Committee) Committee Member James Papp asked about funding for proposed Victorian Games. Staff Setterlund responded funding could come from the Jack House fund balance or fund raising by the Friend of the Jack House group. Committee Member Eva Ulz shared that the art exhibit is anticipated to come back to the carriage house. To date, approximately $1,500 has been paid to Daniel Solis for fabrication. She is currently waiting on high resolution photos from the artists so they can be integrated into interpretive panels. Chair Kathi Settle said she appreciated the Committee members who provided feedback about the proposed donation of the love seat. She felt this was worthy to bring into the Jack House and added the need to develop a donation policy. She also shared that the Jack House had another mention in an article written by Dan Krieger in the June 28th Sunday Paper. Kathi added that she will not be in attendance at the August and September Committee Meetings and that Vice Chair Toni Kincaid will be at Mayor’s quarterly meeting in her place. Meeting adjourned at 7:29pm to Regular Meeting on August 12th, 2015 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 1-5 2014-15 FY Reporting Date:July 1, 2015 Accounting Periods:12 June 1 - 30, 2015 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 10,262.22$ 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 3- 2 3-3