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Home My WebLink About05-13-15 JHC MinutesJack House Committee MINUTE - San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, May 13, 2015: 5:35 PM 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. ati�x afi 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 Foote, the landscape architect for PB Companies, to look at their ongoing project revisions. 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. The Committee recommended adding a discussion of the PB Project "Paseo" to the July agenda. 4 G1 Y.t+ C6 I :r S o� 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 S:OOpm and she urged the Committee members to be in attendance. The June I 1 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 the Jack House joined Spokes (a non - profit support organization), they could get two free hours of facilitation. 3 V Y ell 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 15`h: Garden Work Day at Broad Street • June 12th: Dive In Movie at Sinshiemer Pool • Junior Ranger Camp will be held on June 15`h -19`h • Ultimate Day Camp theme is "Imagination" and will be occurring June 22 — August 7. • Junior Giants Baseball program starts on June 15`h 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 included 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 grants. He added that he recently found the earliest photo of the house in the newspaper. He 4 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 22 "d at 10:00am. Meeting adjourned at 7:30pm to Regular Meeting on June 101h, 2015 at 5:30 pm. Approved by the Jack House mmittee on - �J `() Dave Setterlund, Parks and Recreation Department Supervisor 5