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Home My WebLink About11-18-15 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee SPECIAL MEETING Wednesday, November 18, 2015 at 4:30 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, Bryant Mills, Eva Ulz and Susan Updegrove 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 October 14, 2015 (Settle) – 5 minutes 2. Consideration of October 2015 Financial Reports (Settle) – 5 minutes 3. Cancellation of December 9, 2015 Meeting (Settle) – 2 minutes 4. Staff Report for Parks and Recreation Updates (Setterlund) – 2 minutes 5. Allocate funds for holiday decorations (Kincaid) - 2 minutes 6. Jack House Docent Activities (Papp) – 5 minutes 7. Friends of the Jack House Updates (Papp) – 5 minutes 8. Sub-Committee Reports (Settle) – 20 minutes a. Strategic Planning (Crotser, Settle, Ulz) b. Carriage House Accessibility (Crotser, Papp) c. Collections Policy (Settle, Ulz, Darnell) d. PB Development Subcommittee (Crotser, Kincaid, Ulz) 9. Member Comments/Communications/Reports (Committee) – 5 minutes Adjourn to Jack House Docent Appreciation Dinner at the Ludwick Community Center at 5:30pm. Next Scheduled Regular Meeting on January 13, 2016 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, October 14, 2015: 5:35 PM DRAFT 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 Chuck Crotser, Bob Gordon, and Exofficio Committee Member James Papp ABSENT: Committee members Eva Ulz and Susan Updegrove STAFF: David Setterlund- Recreation Supervisor, Liz Jacobs- Recreation Specialist Public Comment None 1.CONSIDERATION OF MEETING MINUTES (SETTLE) MOTION: (Settle/Toni) Approve Meeting Minutes of September 9th, 2015 as amended. Approved: 4 yes, 0 no, 2 absent Page 2 number 5; confusion between spokes and the history center; joining spokes would require obtaining nonprofit status; take out history society; accurately say friends of the jack house has non-profit status and will join spokes Page 3 third line; “a tenth of the cost of anyone else charging” should be changed to “a fraction of the cost of any of the other bidders for the consulting fee”. Same reference is made on 9a and should be removed. Page 3 number 7; should be bylaws and grant deed; Schwartz Page 3 number 8 line 2; roundtable in conjunction with Cal Poly special collections Page 3 number 9; repeat what was said under 5; not history society but spokes Page 4 number 9; unclear as well as sentence above. Should say “San Luis square project” Proper collections with paperwork is needed for the donations for the couch The wish to speak with PB Companies has lapsed Page 4 number 10; the piano has been tuned twice and $750 has been approved for all tuning Jack House Committee DRAFT - MINUTES 1-1 2 2.CONSIDERATION OF FINANCIAL REPORT (SETTLE) MOTION: (Kincaid/Crotser) Approve September Financial Reports Approved: 4 yes, 0 no, 2 absent September: Page 2-3; says “history center piano tuning”; Also, for clarification, Jack House promotion la vista is a yearly publication that will advertise the Jack House. 3.STAFF REPORT FOR PARKS AND RECREATION (Setterlund) The Gobble Wobble, a 5k run, is a scheduled for Thanksgiving day. Youth services is having a teacher work day Friday, November 6, the theme is Mess Factor. All Star Fun Zone is approaching. The Sinsheimer pool is under construction which is going well. The Jack House Docent dinner is quickly approaching on Wednesday, November 18th. The Ludwick Community Center is getting new chairs. Munchkin March, a family fun event benefitting the food bank is next Friday, October 23. The Reindeer run is further down the road in December. 4.JACK HOUSE DOCENT ACTIVITIES/ FRIENDS OF THE JACK HOUSE UPDATES (Papp) James Papp distributed the Jack House news flyer. Reminder that Ken and Ron will be speaking at the Docent Dinner. Question whether members of the committee were invited to Ken Schhwartz’s plaque unveiling, which is next Wednesday at 10 a.m. in Mission Plaza. Central Coast railroad festival was a huge success. The president of the Santa Maria railroad attended as well as Cal Poly. The bicycle ride was extremely substantive; many photographs of historic locations were taken. The event fit in with the Parks and Recreation department’s dedication to fitness. Also docented a wedding that brought the attendance numbers to 120 people, which showed what partnering with other organizations can do. Mention of the photograph of Billy the Kid that has resurfaced in which he is playing croquet. Also a mention about Art After Dark; there were over 30 people in attendance. There may have been more, but Eva was unable to help. James would like to continue to pursue Art After dark, which must remain free. The Halloween events are approaching over the next two weeks. Ghost Stories are much kinder than previous years. The house has been decorated in a respectful way of the collection. This may also be a good time to evaluate items in the collection. o It may be a good idea to create a replica of the newspaper, which was found lining the chest in the boys’ room. Also may be a good idea to display a replica of the Will Rogers telegram. 1-2 3 James mentioned, regarding the Walnut Tree, that there is a thesis in the History Museum regarding the Jack House gardens that refers to four heritage trees. An issue for the committee is that the gardens, unlike the house, have “dropped off the map” and it would be wise for the committee to establish some trees as heritage trees. Kathi suggested grafting the tree to preserve part of the walnut tree as a next generation. PB companies said they would be more than happy to get the grafting taken care of. It was also discussed to accept PB’s gift of a new tree back in the area rather than trying to salvage the old tree. James disagreed, and said he would much rather try and save the tree, or a footprint of the tree. It was questioned how much jurisdiction the committee has over the garden, which is a public park. James would like the tree to be put on the next Agenda so it could be further discussed. Chuck mentioned that PB companies will submit plans soon so they can begin the project in January. If the tree would like to be discussed, it needs to be done so within the next few weeks. It was agreed that the historical aspect of the tree should be respected. Invite Ron Combs to the next meeting where the tree will be on the Agenda. Toni asked if the news flyer was sent to the Friends. James mentioned that he has been working on expanding the mailing list. 5.SUB-COMMITTEE REPORTS (Settle) a.Strategic Planning (Crotser, Settle, Ulz) i.Due to being out of town, Kathi has no information on Strategic planning. There is no report and it will be put on the next Agenda. b.Carriage House ADA Accessibility (Crotser, Papp, Walhert) i.Chuck mentioned that the same man doing the door repair for the carriage house is doing the elevator repair. There is also another project in town of repairing the floor and walls at adobe. The man helping with the concrete work at adobe is more than willing to help with the concrete repair at the carriage house. c.Collections Policy (Settle, Ulz, Darnell) i.Due to being out of town, Kathi has no information. There is no report and it will be put on the next Agenda. 6.MEMBER COMMENTS AND COMMUNICATIONS (Committee) Last month, the San Luis square committee lapsed. Toni suggests reinstating the committee until the project is on the way and the garden is solidified. Chuck added that recommendations be given on behalf of the whole committee. The first hearing of PB properties will be in January or February of next year, at which time hopefully matters have been finalized with the carriage house as well as the gardens. Kathi remains suspicious of PB companies, however communications have been going well and they seem to be concerned with fulfilling wishes of the committee. 1-3 4 Bob also wonders if we can push them into doing the storage shed now. It would be to the advantage of the committee to discuss matters before PB companies starts construction. James mentioned that it is problematic to accept money before decisions are made, and it would put the City in a tough situation. The committee must remain realistic in their wishes for the property, however as the only protectors of the Jack House, must also remain strong in assertion for the care of the property. Toni also mentioned theappreciation of the Haunted Jack House flyer that was sent out by Eva. Kathi mentioned that many went to the CHC meeting, where Toni, Kathi, Eva, and Susan spoke and thanked them for their approval. She also attended a strategic planning meeting with Parks and Recreation, where many aspects of Parks and Recreation were discussed. James would like to add to that he was pleased to see the committee members at the CHC meeting, where it was valued that the committee members stood and voiced their presence. Kathi mentioned that Leah Walhert is no longer with the committee and questioned Dave whether there has been any update on her replacement. Dave is waiting to hear a reply on the issue. Meeting adjourned at 6:33 PM to Special Meeting on November 18, 2015 at 4:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 1-4 2015-16 Fiscal Year Reporting Date:November 1, 2015 Accounting Periods:4 Oct. 1 - 31, 2015 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 13,087.28$ Acct 625-3901 BUDGET BALANCE TO-DATE REMAINING $ - $ 858.50 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ (622.30)236.20$ City Fund-100 $ 10,500 $ (3,060.42)7,439.58$ JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to Oct 31, 2015) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to Oct 31, 2015) * 2014-15 Fund Balance of $2,825.06 added to Fund Balance Jack House Revenues (Fund 625) Total Expenditures (through Oct 31, 2015) 2-1 JACK HOUSE Accounting $ 343.50 $ - $ - $ - $ - $ - $ - $ 53.00 $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ 53.00 625.58120 – JH Revenue (Tours) $ 10.00 $ 397.00 Cash Receipts Interface 10/20 $ 55.00 $ 462.00 $ 515.00 Total Number of Books Either Gifted or Sold No Activity $ 858.50 625.58100 – 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 (Oct. 1, 2015) Jack House Fund REVENUES Fund 625 Revenue (through Oct. 31, 2015) Sub-Total Interest Earned: Cash Receipts Interface 10/28 0 10/28/15 - Cash Receipts Interface TOTAL JACK HOUSE FUND REVENUE No Activity Sub-Total Tours Revenue: Sub-Total Donations: Cash Receipts Interface 11/04 2-2 JACK HOUSE Accounting $ - Sub-Total: $ - $ 1.68 $ 1.68 $ 1.68 60280.7244 Promotions $ 1,199.00 $ 432.00 $ 40.00 $ 432.00 $ 10.26 $ 2,113.26 $ 7,439.58 New Times 10/30 ghost stories Jack House Fund EXPENDITURES $ 620.62 Expenditures (through October 31, 2015) Ending Balance Remaining (Matching Finance Plus System) Account 100.60280.7244 $ 9,552.84 Beginning balance as of Oct. 1, 2015 (Matching Finance Plus System) SLO Chamber of Commerce 11/06 vistors guide Arts Obispo SLO City Use 4 10/23 arts after dark Ending Expenditure Balance (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of Oct. 1, 2015 (Matching Finance Plus) 89140.7789 Cost of Materials for Resale No Activity 10/30/15 - CA State Board of Equalization Account 625-89140 Total Expenditures: Sub-Total: 89140.7227 Contract Services Trophy Hunters 10/09 name plate New Times 10/23 ghost strories Expenditures (Post Dates through October 31, 2015) Jack House Promotions City General Funds - EXPENDITURES $ 622.30 2-3 3-1