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HomeMy WebLinkAbout03-09-16 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, March 9, 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, 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 February 10, 2016 (Settle) – 5 minutes 2. Consideration of February 2016 Financial Reports (Settle) – 5 minutes 3. Consideration of Changes in Presentation of the Nanny’s room to Luggage room (Darnell) – 5 minutes 4. Consideration of Changes in Presentation of the Master Bedroom and Dining Room (Papp) – 5 minutes 5. Consideration of Completion of Interior Decoration Following the Elevator Shaft Removal and Restoration Project (Settle) –10 minutes 6. Consideration of Accession of Donations from Hearst Corporation and Jean Martin (Papp) – 5 minutes 7. Staff Report for Parks and Recreation Updates (Mudgett) – 2 minutes 8. Jack House Docent Activities (Papp) – 5 minutes 9. Friends of the Jack House Updates (Papp) – 5 minutes 10. Sub-Committee Reports (Settle) – 20 minutes a. Strategic Planning (Crotser, Settle, Ulz) b. Carriage House ADA Accessibility (Crotser, Papp) c. Collections, Use & Handling Policy (Settle, Ulz, Darnell) i. Consideration of Collections Policy for Photographs and Paper Ephemera (Papp) 4 – minutes 11. Member Comments/Communications/Reports (Committee) – 5 minutes Adjourn to Next Scheduled Regular Meeting on April 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, February 10, 2016 DRAFT CALL TO ORDER: Chair Kathi Settle called meeting to order at 5:30 PM ROLL CALL: Chair Kathi Settle, Vice-Chair Toni Kincaid, Committee Members Chuck Crotser, Susan Updegrove, Bryant Mills, Eva Ulz, Exofficio Committee member James Papp ABSENT: Committee member Bob Gordon STAFF: Dave Setterlund- Recreation Supervisor, Liz Jacobs- Recreation Specialist GUESTS: Tom Halen, Cow Parade; Carla Christensen, City Council; Katchy Andrews, Jack Family. PUBLIC COMMENT Introductions: Carla Christianson from City Council and Tom Halen from Cow Parade SLO. 1. CONSIDERATION OF MEETING MINUTES (SETTLE) Change Bryant Mils to Bryant Mills under roll call Change fiver to fiber under first bullet point of public comment Change Kincaid/Ulson, to Kincaid/Updegrove under #3, Financial Report Under docent activities it stated, “Papp expressed issue should be resolved in the docent level.” Let it be noted that it was a committee agreement and not his [Papp] personal opinion. Change wording to committee appropriately agreed to…” MOTION: (Kincaid/Updegrove) Approve Meeting Minutes of November 18, 2015 as amended. Approved: 6 yes, 0 no, 1 absent 2. CONSIDERATION OF FINANCIAL REPORT (SETTLE) Vice Chair Toni Kincaid questioned 2-3; James Papp reimbursement. Papp initially clarified the expenditures were for the Jack Ranch framing display, food for the musicale fundraiser, and others. The expenditures were lumped under art exhibit, although none of the money was spent on the art exhibit itself. It was noted the line items should be further clarified to avoid confusion. After some investigation into his records, Papp concluded the expenditures were for the phone cord, plates, cups, snacks for Art after Dark in October (at the time it was still sponsored by the Jack Jack House Committee DRAFT - MINUTES 1-1 2 House). The rest was for the framing of the exhibit (including hooks, Christmas lights, extension cord, etc. for Christmas decorations). Items for the musicale were not included. MOTION: (Kincaid/Ulz) Approve November and December 2015 Financial Reports Approved: 6 yes, 0 no, 1 absent 3.CONSIDERATION OF COW PARADE SPONSORSHIP AT THE JACK HOUSE (SETTERLUND) Tom Halen, a representative of Cow Parade SLO, shared more information with the Committee regarding the prospect of joining the program and other sponsorship consideration information. The following was highlighted: It is an opportunity to bring in people throughout the county to the Jack House. It is an opportunity to work with an artist that was specifically “Jack-focused”. Questions were raised about the placement of the cow, Setterlund proposed a location near the magnolia bush at the driveway. The location of the cow on the grounds is ultimately up to the decision of Park Maintenance; the committee and park maintenance would have to work in cooperation for the project. The cost is $7,000 per cow; questions were raised of where the $7,000 will come from. o The funds could come from the promotional fund or Jack House fund. The committee should see if The Friends are interested in sponsoring the event. Local artists throughout the county have submitted designs for the cow. o Kincaid questions the appropriateness of the designs for the Jack House. o Instead of the proposed designs by recognized artists, the committee could “commission” a local artist that would donate their time and services and the price of the cow would be cut by $1,000. The artist should submit a design for approval. Ulz suggested partnering with another organization to raise the money necessary for the cow. She noted that the cost of the cow would exhaust the Jack House account. The donation from the partner organization would be considered “marketing and promotions”. o Crotser also questions the cost of the project. If an individual wanted to sponsor the cow to help with the cost, they could write the check to ArtsObispo, which would render it tax-deductible. There is no guarantee there would be any money raised in the auction of the cow. The price of the cow is split between production, shipping, artist employment, and marketing. Cow parade SLO isn’t receiving any monetary benefit. o The Cow Parade in SLO is unique that it incorporates county-wide interests. The details are up for discussion. MOTION: (Crotser/Settle) Motion to deny funds for the cow parade project; forward proposal to Friends of the Jack House for consideration Approved: 6 yes, 0 no, 1 absent 1-2 3 4.DISCUSSION OF THE WALNUT TREE GRAFTING (SETTLE) Chair Kathi Settle took pieces of the tree and they are currently in the fridge. In March and April, the pieces will be grafted into a black walnut root stalk. Settle noted that the project is very expensive and she is not sure who will fund it. The project would cost is $220 and it was unclear where the money would come from. There is also no location set for the care of the growing trees. It was also noted that there is no guarantee the currently standing tree on the Jack House property would survive in the current location. City Arborist, Ron Combs, verified a newly grafted tree can be planted in an appropriate location with cooperation of Park Maintenance and the Jack House Committee to replace the current tree. Settle ultimately wanted a replacement for the tree that is being taken down. Ulz asked if it was possible to sell the other grafted trees. In this situation, a tree would sell for at least $40. It was noted the selling of grafted trees is a good fund raiser opportunity. There are thirty root stalks but there is no guarantee all will take. Given the heritage tree status of the tree, they are a valuable resource for the Jack House. MOTION: Motion to fund the tree grafting project. (Crotser/Updegrove) Approved: 6 yes, 0 no, 1 absent 5.DISCUSSION OF THE JACK HOUSE INTERIOR REPAIR (ULZ) Katchy Andrews noted the completion should take place in the 40-day period. The wood that was removed from the elevator was saved for the repair of the siding. A question was posed about the drywall repair in the master bedroom. There is a roll of paper that is 70 sq feet and they need 150 sq feet for the wallpaper repair. Furthermore, the roll is damaged on both ends so it is unclear if it can even be used, although the border will be saved. It was suggested the room should be painted a peach color to match the house temporarily and the wallpaper can be matched at a later date. Suzanne Watkins will come to re-stage the bedroom. Crotser suggested a chair rail with the wallpaper above and paint below, mirroring what was done in the parlor, although that may not be depictive of traditional Victorian styling. It was noted that detailed photographs should be taken of the project for documentation. The costs of the exterior and interior projects were unknown at this time. Setterlund will come back next month with verified numbers. 1-3 4 6.STAFF REPORT FOR PARKS AND RECREATION UPDATES (SETTERLUND) The office will be closed on Monday for Presidents’ Day Youth Services “All Star Fun Zone” will be Monday Trail work day on February 20th Ranger Hike on February 21st Blood Drive at the SLO Skate Park on February 26th Anniversary of the SLO Skate Park on February 27th and 28th- Food truck and live DJ 7.JACK HOUSE DOCENT ACTIVITIES (PAPP) Papp was handed an article this morning from an old friend. The news article was from the 1870’s and stated, “…the Jack House was painted again…” This concludes the committee should be speculative about the thought of the state of the interior of the Jack House in the 1800’s. There have been dual docent meetings to accommodate those docents who work. Nine docents attended the two meetings. There will have to be an election soon and there is currently no writing on regulations of special elections. Marilyn Darnell has volunteered as Vice President. The historian is an appointed position. The historian position used to be registrar/historian. For accession/deaccession, there are 3 items to consider for next meeting: 2 donations from The Hearst Corporation as well as a cattle skull from the Hearst to Howard Jack. In regards to the construction, Papp commended the docents who wrapped and packed. They moved one-third of the collection and were able to see the transition. The funding, however, is not specified in the grant deed. Agendize the cost of appraisal of the painting for next meeting. Greg, Gus, Brian, and Troy were highly professional and accommodating. Also, Dave Setterlund has been a tremendous help. Agendize interior decoration for next meeting. Handbook revision is ongoing. Revision of the Hearst Display. The History Mixer was wonderful and there were five docents present. Papp asked for guidance on to how to handle and use the collection. 8.FRIENDS OF THE JACK HOUSE UPDATES (Papp) Kathi brought cards to show the product of Art after Dark. There was an increase in attendance at the Art after Dark program, and the demographic is changing, for many young people showed up. The Make Your Own Valentines station was a hit. Commendation was given to Arts Obispo staff that has increased attendance to these events. Next two arts after dark will not be given access to the house. The program needs to know where the key to the circuit breaker box is located. 1-4 5 9.SUB-COMMITTEE REPORTS (SETTLE) – 20 minutes Strategic Planning (Crotser, Settle, Ulz) Strategic Planning subcommittee. The last time they spoke they threw out a day, February 26th, to meet. Eva suggested finalizing a date by checking location availability of a city facility, preferably the Ludwick Center. Shoot for March or April after business hours on a Saturday (6 hour meeting). Carriage House ADA Accessibility (Crotser, Papp) The committee is still waiting to find someone to do the work. Sean said once the house is done he is happy to do the work on the carriage house. Crotser will get an estimate from him and move from there. It was noted the wash house is the most appropriate setting for the shop but the carriage house should be made accessible nonetheless. Collections, Use & Handling Policy (Settle, Ulz, Darnell) Settle mentioned no meeting date has been set. Eva mentioned the weekend or early evening works the best for her schedule. Refocusing to an evening might be the best option. 10.MEMBER COMMENTS/ COMMUNICATIONS/REPORTS (all) Communication with the elevator shaft. Hopeful about the wallpaper restoration. It would be nice to have a reception for the people who worked on the project to appreciate their work and dedication, including city staff and docents as well as a grand opening for the public. Eva wanted to communicate that Supervisor Arnold congratulated the committee on the jack house exhibit. The exhibit will remain on the wall until March. Crotser mentioned he had a conversation with the Developers of the old Fosters Freeze property . They are re-submitting the project (San Luis Square) for review and asked if there is anything the Jack House would like to recommend. He is making a general comment that they are willing to make a contribution to the Jack House for any improvements to the property. No official report has gone to council yet. Congratulations to Eva for making Top 40 over 40. Settle commended the work of all involved in the project in the house. Marilyn Darnell wanted to talk about the room between the boys’ room and Ethel’s room turning into a luggage room. It was questioned why it would be changed from a nanny’s room. Papp clarified that the room had not been changed like the other areas of the house. Marilyn wanted to place the original Jack trunks in the room for proper interpretation. Agendize the discussion for a further meeting. Meeting adjourned at 7:02p.m. to the next Regular Meeting on March 10, 2016 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 1-5 2015-16 Fiscal Year Reporting Date:February 29, 2016 Accounting Periods:8 February 1 - 29, 2016 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 13,087.28$ Acct 625-3901 BUDGET BALANCE TO-DATE REMAINING $ - $ 1,434.68 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ (1,052.83)381.85$ City Fund-100 $ 10,500 $ (7,535.50)2,964.50$ Jack House Revenues (Fund 625) Total Expenditures (through Feb 1 - 29, 2016) JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to February 1 - 29, 2016) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to February 1 - 29, 2016) 2-1 JACK HOUSE Accounting $ 1,399.68 $ - $ - $ - $ 35.00 $ 35.00 $ - $ - $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ - 625.58120 – JH Revenue (Tours) $ 35.00 Total Number of Books Either Gifted or Sold 2/24/16 - Jack House Donation Sub-Total Tours Revenue: Sub-Total Donations: No Activity 0 No Activity TOTAL JACK HOUSE FUND REVENUE 625.47010 – Other Contributions (Donations) 625.42760 – Interest on Investments Beginning Balance (as of January 31, 2016) Jack House Fund REVENUES Fund 625 Revenue (through February 1 - 29, 2016) Sub-Total Interest Earned: No Activity $1,434.68 625.58100 – Food Sales Non-Taxable Sub-Total Non-Taxable Revenue: No Activity 625.58110 – Merchandise Sales Taxable (Gift Shop) Ending Revenue Balance (Feb. 29, 2016) (Includes Accrued Interest. Does not include Petty Cash) 2-2 JACK HOUSE Accounting $ - Sub-Total: $ - $ - $ - $ - 60280.7244 Promotions $ 1,199.00 $ - $ - $ 1,199.00 $2,964.50 Total Expenditures: Sub-Total: 89140.7227 Contract Services Expenditures (Post Dates through Feb. 1 - 29, 2016) Jack House Promotions City General Funds - EXPENDITURES $1,052.83 Account 625-89140 Ending Balance Remaining (Feb. 29, 2016) (Matching Finance Plus System) Account 100.60280.7244 $ 4,163.50 Beginning balance as of January 31, 2016 (Matching Finance Plus System) 2/05/16 - SLO Chamber of Commerce (2015 Adv) Ending Expenditure Balance (Feb. 29, 2016) (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of January 31, 2016 (Matching Finance Plus) 89140.7789 Cost of Materials for Resale No Activity No Activity Jack House Fund EXPENDITURES $ 1,052.83 Expenditures (through February 1 - 29, 2016) 2-3 Consideration of Collections Policy for Photographs and Paper Ephemera (Papp) In accordance with recommendations of the National Trust and the Northeast Document Conservation Center, resolved, that original photographs and paper ephemera be removed from permanent display at the Jack House and replaced with facsimiles, the originals to be stored to archival standards; that interior light levels at the Jack House be monitored pursuant to creating strategies for light mitigation; and that a policy for temporary display of photographs and paper ephemera in line with museum best practices be developed by the Collections, Use, and Handling Policy Subcommittee and presented to the committee. Northeast Document Conservation Center Artifacts on Paper: Five Simple Rules for Display 1. Use copies whenever possible. 2. Do not display a valuable paper artifact permanently. 3. Keep light levels as low as possible. 4. Minimize exposure to ultraviolet light with appropriate filters. 5. Insure that cases and frames are enclosed, sealed, and made of materials that will not damage their contents. (https://www.nedcc.org/free-resources/preservation- leaflets/2.-the-environment/2.5-protecting-paper-and-book-collections-during- exhibition) National Trust Whilst there are various ways of reducing the environmental effects of display of photographs in museums, the risks associated with contextual display in historic houses are unavoidably high. It is therefore highly recommended that original silver-based photographs, and in particular, color photographs displayed in context are replaced with accurate facsimiles. The originals can then be stored in conditions much more suitable to long-term preservation. If a photograph is to be displayed, whether it is a facsimile or not, it should be in a glazed frome for protection. (The National Trust Manual of Housekeeping: The Care of Collections in Historic Houses Open to the Public, 2006: p. 494) 3-1 Attachment 1