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Home My WebLink About01-13-16 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, January 13, 2016 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, Committee Members 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.Committee Review of Brown Act, California Government Code 54950, for public meetings (Ansolabehere) – 10 minutes 2.Consideration of the Minutes of Regular Meeting on November 18, 2015 (Settle) – 5 minutes 3.Consideration of November – December 2015 Financial Reports (Settle) – 5 minutes 4.Termination of San Luis Square Development subcommittee (Mudgett) – 5 minutes 5.Discussion for Jack House Promotions (Settle) – 10 minutes 6.Nomination of Laura Sorvetti to the Collections Committee (Ulz) – 5 minutes 7.Staff Report for Parks and Recreation Updates (Setterlund) – 2 minutes 8.Relocation of stored goods and designating proper storage location (Papp) – 5 minutes 9.Jack House Docent Activities (Papp) – 5 minutes 10.Friends of the Jack House Updates (Papp) – 5 minutes 11.Sub-Committee Reports (Settle) – 20 minutes a.Strategic Planning (Crotser, Settle, Ulz) b.Carriage House Accessibility (Crotser, Papp) c.Collections Policy (Settle, Ulz, Darnell) 12.Member Comments/Communications/Reports (Committee) – 5 minutes Adjourn to Next Scheduled Regular Meeting on February 10, 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 Ludwick Community Center 864 Santa Rosa Street, San Luis Obispo Wednesday, November 18, 2015: 4:30 PM DRAFT CALL TO ORDER: Chair Kathi Settle called the meeting to order at 4:30 PM. ROLL CALL: Chair Kathi Settle, Vice-Chair Toni Kincaid, Committee Members Chuck Crotser, Bob Gordon, Eva Ulz, Susan Updegrove, and Bryant Mills, and Ex Officio Committee Member James Papp ABSENT: STAFF: David Setterlund, Recreation Supervisor; Melissa Mudgett, Recreation Manager Public Comment None 1.CONSIDERATION OF MINUTES OCTOBER 14, 2015 MEETING (Settle) MOTION: (Kincaid/Ulz) Approve Meeting Minutes of September 9th, 2015 as amended. Approved: 8 yes, 0 no, 0 absent 2.CONSIDERATION OF OCTOBER 2015 FINANCIAL REPORT (Settle) MOTION: (Settle/Kincaid) Approve October Financial Reports. Approved: 8 yes, 0 no, 0 absent 3.CANCELLATION OF DECEMBER 9, 2015 MEETING (Settle) MOTION: (Updegrove/Ulz) Approve cancellation of December meeting. Approved: 8 yes, 0 no, 0 absent 4.STAFF REPORT FOR PARKS AND RECREATION (Setterlund) •Turkey Break Skate Camp Monday, November 23-25. •Goble Wobble 5k at Laguna Golf Course Thursday, November 26 •City offices are closed Thursday, November 26 and Friday November 27. •Reindeer Run 5k at Mitchel Park Saturday, December 5, •Ranger Workday at Stenner Spring Property (Shooters) Saturday, December 5, Jack House Committee DRAFT - MINUTES 1-1 2 5.ALLOCATION OF FUNDS FOR HOLIDAY DECORATIONS (Kincaid) MOTION: (Updegrove/Gordon) Approve the allocation of $700 for decorations and flowers for the Victorian Christmas. Approved: 8 yes, 0 no, 0 absent 6.JACK HOUSE DOCENT ACTIVITIES (Papp) •The docent president reported that the chair and vice-chair of the Jack House Committee had met with him to ask him to resign the docent presidency. The justification given was that he had spoken about the San Luis Square project at docent meetings. He had pointed out to them that he had included San Luis Square at docent meetings only so often as it had come up at Jack House Committee meetings and refused to resign. He, the chair, and vice-chair had resolved to work together. He stated for the record at the present Jack House Committee meeting that he considered it highly inappropriate for the chair and vice-chair of a quasi- judicial city committee to try to oust the elected leadership of the Jack House Docents. •The docents have formed a committee chaired by Judy Collins to revise the Docent Handbook. •There were 150 visitors over two Sundays for Ghost Stories at the Jack House. •The Jack House is on track for one thousand visitors for the year. There were well over three hundred visitors in October and the first two weeks of November alone for the Central Coast Railroad Festival, Ghost Stories, the Victorian Musicale, and from the SLO Souls tie-in. •The History Center’s November 1 SLO Souls program produced positive media for the Jack House in the SLO City News (distributed) and on Dave Congalton’s KVEC program. 7.FRIENDS OF JACK HOUSE UPDATES (Papp) •The board approved membership in Spokes, which will allow Spokes to facilitate the Jack House retreat. •The board approved year-long membership in Art after Dark for 2016, which will entail programs at the Jack House on the first Friday evening of each month. •The board approved developing an ongoing program of historic sports at the Jack Gardens in cooperation with Parks and Recreation. •A capacity audience of forty people had attended the Victorian Musicale at the Jack House on November 7, which included a reception, tour, lecture, and piano and opera recital. The Musicale gave people a new way to experience the house and drew a number of the county’s most prominent philanthropists. 8.SUB-COMMITTEE REPORTS (Settle) a.Strategic Planning (Crotser, Settle, Ulz) Strategic Planning Subcommittee did not meet. Committee Member Ulz emailed with Leslie Santos Dierks from Spokes, and plans for the Jack House Retreat are moving forward. 1-2 3 b.Carriage House ADA Accessibility (Crotser, Papp, Walhert) The subcommittee did not meet. Committee Member Crotser will communicate with construction professionals in hopes of acquiring free construction services. c.Collections Policy (Settle, Ulz, Darnell) Laura Sorvetti, library service specialist at Cal Poly Special Collections and Archives and a Jack House docent, was proposed for the subcommittee, and committee members asked that the appointment be agendized for the next committee meeting. d.PB Development Subcommittee Parks representative Melissa Mudgett reported that this subcommittee had been dissolved. 9.MEMBER COMMENTS AND COMMUNICATIONS (Committee) The meeting adjourned at 6:33 PM to the Regular Meeting on January 13, 2016 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 1-3 2015-16 Fiscal Year Reporting Date:January 1, 2016 Accounting Periods:7 Nov. 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 $ - $ 1,272.80 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ (1,050.83)221.97$ City Fund-100 $ 10,500 $ (4,986.76)5,513.24$ 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 $ 858.50 $ - $ - $ - $ - $ - $ - $ 84.30 $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ 84.30 625.58120 – JH Revenue (Tours) $ 330.00 $ 330.00 $ 414.30 Total Number of Books Either Gifted or Sold No Activity $ 1,272.80 625.58100 – 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 (Nov. 1, 2015) Jack House Fund REVENUES Fund 625 Revenue (through Jan. 1, 2016) Sub-Total Interest Earned: 0 Cash Receipts interface 12/21/15 TOTAL JACK HOUSE FUND REVENUE No Activity Sub-Total Tours Revenue: Sub-Total Donations: Cash Receipts interface 12/21/15 2-2 JACK HOUSE Accounting $ 156.14 US Bank 12/18/2015 $ 92.04 US Bank 12/18/2015 $ 44.37 US Bank 12/18/2015 $ 35.50 US Bank 12/18/2015 $ 25.42 US Bank 12/18/2015 $ 22.33 US Bank 12/18/2015 $ 21.05 US Bank 12/18/2015 $ 13.46 US Bank 12/18/2015 $ 13.02 US Bank 12/18/2015 $ 5.20 $ - Sub-Total: $ 428.53 $ - $ 428.53 60280.7244 Promotions $ 17.28 $ 111.90 $ 150.00 Lois Crotser 11/25 $ 47.25 Toni Kincaid 11/25 $ 509.87 Costco 12/14 $ 138.30 Toni Kincaid 12/11 $ 32.38 Crotser Family Trust 12/09 $ (19.10) $ 120.00 $ 357.00 US Bank Docent Dinner 12/18 $ 12.52 US Bank Docent Dinner 12/18 $ 12.93 US Bank Docent Dinner 12/18 $ 22.15 US Bank Docent Dinner 12/18 $ 26.95 US Bank Docent Dinner 12/18 $ 28.08 US Bank Docent Dinner 12/18 $ 32.09 US Bank Docent Dinner 12/18 $ 33.44 US Bank Docent Dinner 12/18 $ 36.46 US Bank Docent Dinner 12/18 $ 80.00 US Bank Docent Dinner 12/18 $ 82.01 US Bank Docent Dinner 12/18 $ 94.83 Costco 11/13 Jack House Fund EXPENDITURES $ 622.30 Expenditures (through Jan. 1, 2016) Account 100.60280.7244 $ 7,439.58 Beginning balance as of Nov. 1, 2015 (Matching Finance Plus System) Trophy hunters 11/13 History Center 11/13 Ending Expenditure Balance (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of Nov. 1, 2015 (Matching Finance Plus) 89140.7789 Cost of Materials for Resale US Bank 12/18/2015 No Activity Account 625-89140 Sub-Total: 89140.7227 Contract Services New Times 12/18 Mission Linen Service 12/18 Expenditures (Post Dates through Jan. 1, 2016) Jack House Promotions City General Funds - EXPENDITURES $ 1,050.83 2-3 JACK HOUSE Accounting $ 1,926.34 $ 5,513.24 Ending Balance Remaining (Matching Finance Plus System) Total Expenditures: 2-4