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Home My WebLink About09-09-2015 JHC Agenda Packet City of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, September 9, 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 W alhert Exofficio Committee Member James Papp Staff: Melissa Mudgett, Dave Setterlund, Liz Jacobs 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 August 12, 2015 (Kincaid) – 5 minutes 2. Consideration of July 2015 & August Financial Reports (Kincaid) – 5 minutes 3. Update for Jack House Elevator Removal project (McGuire) - 10 minutes 4. Update to Walnut Tree Removal (Setterlund, Combs) – 10 minutes 5. Approve payment to Consultant, SLO Spokes, for Jack House Strategic Planning Retreat (Ulz) – 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) d. San Luis Square Development - Recommendations (Crotser, Kincaid, Ulz) 10. Member Comments/Communications/Reports (Committee) – 20 minutes Adjourn to next Scheduled Regular Meeting: October 14, 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 San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, Aug 12, 2015: 5:35 PM DRAFT CALL TO ORDER: Vice Chair Toni Kincaid called meeting to order at 5:35 PM ROLL CALL: Committee Members Eva Ulz, Chuck Crotser, Leah Walhert, and Exofficio Committee Member James Papp ABSENT: Chair Kathi Settle, Committee Members Bob Gordon and Susan Updegrove STAFF: Melissa Mudgett- Recreation Manager, David Setterlund- Recreation Supervisor, Faith McDonald- Recreation Specialist Public Comment None 1.CONSIDERATION OF MEETING MINUTES (KINCAID) MOTION: (Ulz/Crotser) Approve Meeting Minutes of July 8, 2015 as amended. Approved: 4 yes: 0 no: 3 absent •Pg. 1: item 7: It was determined that Friends of the Jack House was created in support of fundraising and programming. •The Art exhibition has been postponed •Pg. 2: The building is located at 581 Higuera. •A pedestrian walkway will be located behind the row of redwood trees. •Pg. 3. Second paragraph: Correction: PB Companies “said” (instead of “asked if”). 2.CONSIDERATION OF FINANCIAL REPORT (KINCAID) The July Financials as provided were incorrect. The Committee will review both the July and August Financials at its September meeting. Jack House Committee DRAFT - MINUTES 1 1-1 3.APPROVE PIANO TUNING QUOTATION (PAPP) MOTION: (Crotser/Ulz) Approval of up to $750 in piano tuning spending. Approved: 4 yes: 0 no: 3 absent The piano was being tuned for the Phoebe Hearst Musical, but as discussed it will now be permanently playable. According to the tuner, the inside of the piano was rebuilt. The interior of the piano was signed and dated, but not tuned during the rebuilding of the interior. The current piano tuner is not sure if a tuning had occurred, but his best guess was that the interior of the piano was rebuilt. The current tuning of the piano will be a permanent addition to function at the house. The tuning will be expensed as a maintenance charge (docent fund, JH fund). Currently $550 has been spent and will be capped at $750. Periodically the piano will need to be retuned, but current work was extensive at three 3- hour sessions. Future tunings would be basic compared to the current work. The tuner will need to provide information regarding how often and the price for future tunings. 4.DISCUSS PILOT PROGRAM OF SUNDAY VICTORIAN GAMES AND JACK HOUSE HISTORY (Setterlund) Sundays in June and July are reserved for next year. The City currently has a croquet set that can be used for Victorian games. The Carriage House will now be open on Sundays. 5.UPDATE ON JACK HOUSE ELEVATOR REMOVAL PROJECT (Mudgett) The City Council has approved the capital project to remove the elevator shaft. The project Engineer is Michael McGuire. Mr. McGuire will develop the Request for Proposal which will go out to the public early to mid-November. Michael McGuire will attend the committee meeting in September to discuss plans with the Committee. The current schedule is opening of bids in November with a contractor hired by December. Construction is currently planned for when the gardens and house are closed; January - April. Mr. McGuire believes it will be a short construction time frame and open before Easter. Committee Comments: Mr. Papp asked if the facility assessment or Historic Structure Report was a part of the Jack House Elevator Removal capital project. Staff Mudgett responded that these assessments were not a part of the removal project and have not been approved by Council as part of the 2015-17 Financial Plan. 2 1-2 The Committee discussed the prices of a Historic Structures Report which could cost up to $40,000 and there might potentially be grants available for this type of assessment. The Committee noted that this would be a great project for the Friends of the Jack House. 6.STAFF REPORT FOR PARKS AND RECREATION (Setterlund) •Ranger: Ongoing recruitment for a new full-time Ranger, and two part time Rangers as part of the Major City Goal for Open Space Preservation and Maintenance. •Community Services and Facilities helped host Special Olympics Dinner •Camp Sport n Splash is under way •Ramp and Roll, a family staking event at the SLO Skate Park is scheduled for Saturday, August 22nd •Movies in the Mission will be held on August 15th •The Parks and Recreation Commission Parks Tour is tentatively scheduled for October. •Currently recruiting a new Recreation Coordinator for Golf/Senior Programs •The 9/11 Memorial is nearing completion and will be dedicated on September 11th at Fire Station 1 at 12:30pm •Liz Jacobs will be filling in as Community Services Recreation Specialist until January 2016. 7.JACK HOUSE DOCENT ACTIVITIES (Papp) •SLO Souls is a History Center event in the cemetery on Nov. 1st. SLO Souls is an event that allows the Jack House to reach a broader audience. •Instead of a Haunted House the Jack House will be hosting a Ghost Stories event. The official program name is still TBD. Mr. Papp is waiting to hear back from Robert Betancourt to confirm if R.E. Jack was a Master Mason. •The Jack House Docents hosted a wedding shower for Docent Marilynn Darnell at the Madonna Inn. •Friends of the Jack House and Docents met after the Architectural Review Commission meeting about PB Companies proposed development; San Luis Square. Friends and Docents hope to become more involved and informed about the project. •Victorian Games is a summer series that will become a regular and ongoing event at the Jack House gardens. •The Friends of the Jack House and Jack House docents support discontinuing weddings on Sundays at the Jack House. •Committee Member Eva Ulz showed an example of Richard Levine photograph printed on metal as this will be a part of the larger exhibit. 3 1-3 Committee Comments: The Committee requested more information about rentals at the Jack House in support of making a formal Committee recommendation. The Committee requested information about the types of events, rental revenues, why people choose this locations for their events and the City’s current fee structure. Staff will return to the Committee in September with sample survey questions. Staff Mudgett reminded the Committee that any recommendation for changes in current operations would be subject to City Council approval. Discontinuing facility rentals could have a fiscal impact to operating budgets approved as part of the City’s 2-year Financial Plan. 8.FRIENDS OF THE JACK HOUSE UPDATES (Papp) •The Phoebe Musical has been postponed to November 7th. The Opera will be promoted at all upcoming events. •Postcards were passed around for the Jack Ranch exhibit on the September 19th from 5-7pm. 9.SUB-COMMITTEE REPORTS (Settle) a.Strategic Planning (Crotser, Settle, Ulz) Several consultants who were contacted declined to provide quotations for strategic planning efforts. Spokes proposed $800 in addition to a $250/ year membership. A two page proposal was written expressly for the Jack House. Next month’s agenda will include the Committee’s review and approval of the strategic planning proposal and cost of $800 for the planning retreat. Committee Member Ulz said that the Friends of the Jack House would pay the $250 to join Spokes annual membership as they are a non-profit. Committee Member Crotser attested that Spokes has been very helpful to nonprofits. b.Carriage House ADA Accessibility (Crotser, Papp, Walhert) Committee Member Crotser met with the City and was informed that the Jack House Committee will need a building permit for the proposed changes to the Carriage House ADA ramp. The City has not confirmed whether these permit costs would be waived. Committee Member Crotser believed these permits could be expedited. The sub-committee will meet over at the Jack House Carriage House to review the proposal and apply for the building permit on Friday, August 14th at 1:00pm. 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. 4 1-4 10.MEMBER COMMENTS AND COMMUNICATIONS (Committee) Committee Member Crotser met with PB Companies to get an update of the plans and spoke with the City regarding the proposed project. Based on his conversation with the City, he believes that from the City’s point of view they will be moving forward with the project. PB Companies is willing to having some improvements accomplished at no cost at the Jack House. The company will be getting back to the City next year with the edits and revisions as a result of the Architectural Review Committee meetings. Committee Member Crotser would like to invite PB Companies to a meeting or host a special meeting to work with the committee. He added that he felt this would be an opportunity to be good neighbors and really let PB Companies know whether the Committee is interested in collaborating. He added that more pedestrian access would improve visibility to the house. Committee Member Crotser shared that on August 18th, the City would be considering an update to the proposed Downtown Concept Plan. This could be an opportunity for the Jack House Committee to have some input on the concept and he encouraged Committee Members to attend. MOTION: (Crotser/Ulz) Create a subcommittee to further analyze PB Companies offer. Approved: 4 yes: 0 no: 3 absent Committee Member Ulz said that the Jack House Committee has an obligation to be the voice of the Jack House. Ex Officio Member Papp expressed his opinion that the proposed 50-foot wall would destroy the Jack House Gardens. The Committee voted to create a subcommittee to meet with PB Companies, learn more about the proposed development project and return to the Committee with information. The subcommittee consists of Mr. Crotser, Eva Ulz and Toni Kincaid. Meeting adjourned at 6:41 PM to Regular Meeting on September 9th, 2015 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 5 1-5 2015-16 Fiscal Year Reporting Date:August 1, 2015 Accounting Periods:1 July 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 $ - $ 182.50 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ - 182.50$ City Fund-100 $ 10,500 $ - 10,500.00$ * Any Remaining Balance at 2014-15 Year-End will be added to this fund balance at time of City's Financial Close-out and Audit which occurs in August/September. JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to July 31, 2015) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to July 31, 2015) Jack House Revenues (Fund 625) Total Expenditures (through July 31, 2015) 2-1 JACK HOUSE Accounting $ - $ - $ - $ - $ - $ - $ - $ - $ 12.50 $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ 12.50 625.58120 – JH Revenue (Tours) $ 40.00 $ 100.00 7/23/2015 - Tours $ 20.00 $ 10.00 $ 170.00 $ 182.50 Total Number of Books Either Gifted or Sold No Activity $ 182.50 625.47010 – Other Contributions (Donations) 625.42760 – Interest on Investments Beginning Balance (July 1, 2015) Jack House Fund REVENUES Fund 625 Revenue (through July 31, 2015) 7/22/2015 - Tours 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) 7/13/2015 - Tours 0 7/13/2015 - Jack House Wash House Sales TOTAL JACK HOUSE FUND REVENUE No Activity 7/23/2015 - Tours Sub-Total Tours Revenue: Sub-Total Donations: 2-2 JACK HOUSE Accounting $ - Sub-Total: $ - $ - $ - $ - 60280.7244 Promotions $ - $ 10,500.00 Jack House Fund EXPENDITURES Ending Balance Remaining (Matching Finance Plus System) Account 100.60280.7244 $ 10,500.00 Beginning balance as of July 1, 2015 (Matching Finance Plus System) Ending Expenditure Balance (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of July 31, 2015 (Matching Finance Plus) 89140.7789 Cost of Materials for Resale No Activity No Activity $ - Expenditures (through July 31, 2015) Account 625-89140 Total Expenditures: Sub-Total: 89140.7227 Contract Services Expenditures (Post Dates through June 30, 2015) Jack House Promotions City General Funds - EXPENDITURES $ - 2-3 2015-16 Fiscal Year Reporting Date:September 1, 2015 Accounting Periods:3 August 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 $ - $ 318.50 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ (70.62)247.88$ City Fund-100 $ 10,500 $ (29.16)10,470.84$ Jack House Revenues (Fund 625) Total Expenditures (through Aug 31, 2015) JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to Aug 31, 2015) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to Aug 31, 2015) *Any Remaining Balance at 2014-15 Year-End will be added to this fund balance at time of City's Financial Close-out and Audit which occurs in August/September. 3-1 JACK HOUSE Accounting $ 182.50 $ - $ - $ - $ 50.00 $ 11.00 $ 61.00 $ - $ - $ 10.00 $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ 10.00 625.58120 – JH Revenue (Tours) $ 50.00 $ 15.00 $ 65.00 $ 136.00 Total Number of Books Either Gifted or Sold 8/27/2015 Wash House 8/27/2015 JR Donation Sub-Total Tours Revenue: Sub-Total Donations: 8/27/2015 Cash Receipts interface 0 8/27/2015 - Jack House Wash House Sales TOTAL JACK HOUSE FUND REVENUE 8/27/2015 Tours 625.47010 – Other Contributions (Donations) 625.42760 – Interest on Investments Beginning Balance (August 1, 2015) Jack House Fund REVENUES Fund 625 Revenue (through August 31, 2015) Sub-Total Interest Earned: No Activity $ 318.50 625.58100 – Food Sales Non-Taxable Sub-Total Non-Taxable Revenue: No Activity 625.58110 – Merchandise Sales Taxable (Gift Shop) Ending Revenue Balance (Includes Accrued Interest. Does not include Petty Cash) 3-2 JACK HOUSE Accounting $ - Sub-Total: $ - $ 70.62 $ 70.62 $ 70.62 60280.7244 Promotions $ 29.16 $ 29.16 $ 10,470.84 Total Expenditures: Sub-Total: 89140.7227 Contract Services Expenditures (Post Dates through August 31, 2015) Jack House Promotions City General Funds - EXPENDITURES $ 70.62 Account 625-89140 Ending Balance Remaining (Matching Finance Plus System) Account 100.60280.7244 $ 10,500.00 Beginning balance as of August 1, 2015 (Matching Finance Plus System) 8/28/2015 Costco Wholesale (Mother's Day) Ending Expenditure Balance (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of August 1, 2015 (Matching Finance Plus) 89140.7789 Cost of Materials for Resale No Activity Toni Kincaid - Reimbursement (Guy Crabb Books) Jack House Fund EXPENDITURES $ - Expenditures (through August 31, 2015) 3-3 4-1 4-2 4-3 4-4 4-5 The Jack House Docent Address List was also included in the original docent newsletter mailer but is not included in the JHC Agenda Packet as addresses are private and not for public distribution. 4-6