HomeMy WebLinkAbout10-14-2015 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
REGULAR MEETING
Wednesday, October 14, 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, 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 Sept 9, 2015 (Settle) – 5 minutes
2.Consideration of Sept. 2015 Financial Reports (Settle) – 5 minutes
3.Staff Report for Parks and Recreation Updates (Setterlund) – 5 minutes
4.Jack House Docent Activities (Papp) – 10 minutes
5.Friends of the Jack House Updates (Papp) – 10 minutes
6.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)
7.Member Comments/Communications/Reports (Committee) – 20 minutes
Adjourn to next Scheduled Regular Meeting: November 18, 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, Sep 9, 2015: 5:35 PM
DRAFT
CALL TO ORDER: Vice Chair Toni Kincaid called meeting to order at 5:35 PM
ROLL CALL: Vice Chair Toni Kincaid, Committee Members Eva Ulz, Bob Gordon,
Leah Walhert, Susan Updegrove, and Exofficio Committee Member
James Papp
ABSENT: Chair Kathi Settle, Committee Member Chuck Crotser
STAFF: David Setterlund- Recreation Supervisor, Liz Jacobs- Recreation
Specialist
Public Comment
None
1.CONSIDERATION OF MEETING MINUTES (KINCAID)
MOTION: (Updegrove/Ulz) Approve Meeting Minutes of August 9th, 2015 as amended.
Approved: 5 yes, 0 no, 2 absent
Page 1-3, Bettencourt misspelled, waiting to hear back about scheduling; we know
indeed he was a Master Mason
Page 1-5 #10 third paragraph; PB companies ‘is willing to have” vs “having”
Page 1-2 under piano tuning; reword or delete
2.CONSIDERATION OF FINANCIAL REPORT (KINCAID)
MOTION: (Ulz/Gordan) Approve July and August Financial Reports
Approved: 5 yes, 0 no, 2 absent
July: Financials were reviewed and accepted as-is
August: one expenditure from May but finance didn’t get to it until August
Jack House Committee
DRAFT - MINUTES
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3.UPDATE JACK HOUSE ELEVATOR REMOVAL PROJECT (MCGUIRE)
MOTION: (Gordan/Ulz).
Approved: 5 yes, 0 no, 2 absent
Mike McGuire declared that the process has already begun to remove the elevator. Original
plans were in fact inaccurate; originally the idea was to remove the elevator and place a
stacked bay window to mimic the south-east corner of the house. Corrected plans have been
completed. Custom windows are needed, for the originals were not in the basement as
previously thought. There is a narrow window of opportunity to complete the project
(January-April), hopefully the project will take no longer than a month. Also, fiscal policy
guidelines have changed, and it is no longer required to go into a formal bidding process. A
contractor will be selected who has experience with historical building work. Chairs, carpet,
and other furnishings are in the way of the contractor taking measurements, and it has been
requested that they move the furniture for ease of access and preservation. The four-month
construction window will hopefully be enough time to complete the project in the case of
rain-outs. Concerns are lead paint and asbestos, and the encounter of such would cause a
delay in construction as well as an increase in project cost.
4.UPDATE ON WALNUT TREE REMOVAL (SETTERLUND, COMBS)
There is currently an English Walnut tree in back corner of the Jack House property by the
carriage house. From the front side, the tree is seemingly healthy with a big, strong root
system, however in the back the tree is diseased with a very large cavity in which you can
see into the ground. The cavity is rotting, as well as decay happening from old pruning cuts.
There is in fact a way to appeal the decision to remove the tree at City Hall. The tree is in a
stage of high risk of failure, although it could stand for many years. It is not a heritage tree,
although it is on the City inventory list. PB properties hired an arborist to inventory all trees
on the newly acquired property and he took note of the tree. The tree was planted on the
Jack House property and now spills over onto PB property land. It is requested that the space
be reserved for a tree to grow in place of the walnut tree in the future. It was also proposed
that the tree be pruned so that if it fails, it will fall onto the Jack House property.
5.APPROVE PAYMENT TO CONSULTANT, SLO SPOKES, FOR JACK HOUSE
STRATEGIC PLANNING RETREAT (Ulz)
MOTION: To approve proposal for expenditure of $800 to join spokes (Ulz/Updegrove)
5 yes 0 no 2 absent
Eva did not present a copy of the proposal. Leslie Santos (CEO of Spokes), was the only returned
and reviewed proposal. Joining the History Society would require obtaining nonprofit status which is
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$250/year. It would offset the cost of the $800 consulting fee that Leslie proposed. She proposed a
day long workshop that has work due before the workshop as well as follow ups after the meeting.
It cannot be done without joining the History Society and is a tenth of the cost.
6.STAFF REPORT FOR PARKS AND RECREATION (Setterlund)
Bike Rodeo this weekend at Hawthorne Middle School on September 12th. 9/11 Memorial to
be held at Fire Station 1 on September 11th. Rangers completed a new trail “ocean view”
behind Costco near Froom Ranch. Golf Course hired a new coordinator, Chris Woods, a
former Parks and Recreation Director. Parks tour October 29th, as well as a public art master
plan “wine and chat” on the 21st of September. “talkin art” on September 23rd as well as
Farmers’ Market. JH Committee invited to Volunteer Dinner.
7.JACK HOUSE DOCENT ACTIVITIES (Papp)
Bylaws and grand deed copies were distributed. There is a new docent, Laura Sorvetti.
Advertisements for the Docents have been placed in the Tribune. Ron Batterson and Ken Shwartz
have been invited to the Docent dinner and it has been suggested that their speech be recorded for
preservation.
8.FRIENDS OF THE JACK HOUSE UPDATES (Papp)
The Jack House will take part in the Central Coast Railroad Festival with four events: Dreamlines:
The Unbuilt Railroads of the Central Coast, a round table conjunction with Cal Poly Special
Collections and Archives, a reading of railroad poems, and a bike tour of the old Pacific Coast
Railway. The Phoebe Hearst Musicale has been rescheduled for November 7th due to soft ticket
sales.
9.SUB-COMMITTEE REPORTS (Settle)
a.Strategic Planning (Crotser, Settle, Ulz)
Joining History Society would require $250, although the fee would offset the cost. No proposals
were received other than the one from Leslie. It cannot be done without joining Spokes, and is a
tenth of the price. See Number 5.
b.Carriage House ADA Accessibility (Crotser, Papp, Walhert)
There were no great revelations that the changes could be done in any other way. The sliding door as
well as a device to prevent dust from coming in are preventing the ramp from meeting the level. The
door hangs below the level of the pad, so either there needs to be a way to bridge a gap or raise the
door and adapt the dust screen.
c.Collections Policy (Settle, Ulz, Darnell)
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Proper collections paperwork for the donated couch that sits in the Bridal Room.
d.San Luis garden requirement something
the wish to speak with PB properties has been repealed
10.MEMBER COMMENTS AND COMMUNICATIONS (Committee)
Leah stated that the Cultural Heritage called a few weeks prior asking for her to join. No
formal decision will be made until the end of September.
James questioned when Weddings will be discussed. Dave and Devin proposed the survey
they created in question of the weddings at the Jack House. James questioned if there was an
end to weddings on Sundays, if that would lead to monetary ramifications.
June and July of 2016, no Sunday weddings, croquet.
Eva: Slo souls rehearsal has tried to be rescheduled, Desire for dresses in the house for
Christmas?
The flag should be replaced.
Eva thanks the city for rearranging lawn maintenance schedule.
The piano has been tuned 3 or 4 times, and the $6,000 has never been approved. The interior
of the piano has been completely rebuilt. It now requires a restorer rather than a tuner to hold
the tune of the piano.
Meeting adjourned at 7:00 PM to Regular Meeting on October 14, 2015 at 5:30 pm.
Approved by the Jack House Committee on __________________.
________________________________________________
Dave Setterlund, Parks and Recreation Department Supervisor
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2015-16 Fiscal Year
Reporting Date:October 1, 2015
Accounting Periods:4
Sept 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
$ - $ 343.50
BUDGET BALANCE TO-DATE REMAINING
JH Fund-625 $ - $ (620.62)(277.12)$
City Fund-100 $ 10,500 $ (947.16)9,552.84$
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.
Jack House Revenues (Fund 625)
Total Expenditures
(through Aug 31, 2015)
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JACK HOUSE Accounting
$ 318.50
$ -
$ -
$ -
$ -
$ -
$ -
$ -
HTJB book sales = 0 Sub-Total Sales Revenue: $ -
625.58120 – JH Revenue (Tours)
$ 25.00
$ 25.00
$ 25.00
Total Number of Books Either Gifted or
Sold
No Activity
$ 343.50
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)
625.47010 – Other Contributions (Donations)
625.42760 – Interest on Investments
Beginning Balance (Sept 1, 2015)
Jack House Fund REVENUES
Fund 625
Revenue (through Sept 30, 2015)
Sub-Total Interest Earned:
0
No Activity
TOTAL JACK HOUSE FUND REVENUE
No Activity
Sub-Total Tours Revenue:
Sub-Total Donations:
Cash Receipts Interface
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JACK HOUSE Accounting
$ 550.00
$ -
Sub-Total: $ 550.00
$ -
$ 550.00
60280.7244 Promotions
$ 918.00
$ 918.00
$ 9,552.84
Jack House Fund EXPENDITURES
$ 70.62
Expenditures (through September 30, 2015)
Ending Balance Remaining (Matching Finance Plus System)
Account 100.60280.7244
$ 10,470.84 Beginning balance as of August 1, 2015
(Matching Finance Plus System)
Jack House Promotion La Vista
Ending Expenditure Balance
(Matching Finance Plus)
TOTAL JACK HOUSE FUND EXPENDITURES
Expenditures as of Sept 30, 2015
(Matching Finance Plus)
89140.7789 Cost of Materials for Resale
History Center Piano Tunig
No Activity
Account 625-89140
Total Expenditures:
Sub-Total:
89140.7227 Contract Services
Expenditures (Post Dates through August 31, 2015)
Jack House Promotions City General Funds - EXPENDITURES
$ 620.62
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