HomeMy WebLinkAbout06-08-16 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
REGULAR MEETING
Wednesday, June 8, 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 May 11, 2016 (Settle) – 5 minutes
2.Consideration of May 2016 Financial Reports (Settle) – 5 minutes
3.Cancellation of July 13, 2016 Regular Meeting (Settle) – 2 minutes
4.Presentation of National Register of History Places (Darnell) – 10 minutes
5.Adoption of Jack House Marketing Plan (Settle) – 10 minutes
6.Update of Mold Assessment to the Paper and Ephemera Collection (Papp) – 10 minutes
7.Staff Report for Parks and Recreation Updates (Setterlund) – 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 Accessibility (Crotser, Papp)
c.Collections, Use & Handling Policy (Settle, Ulz, Darnell, Sorvetti)
11. Member Comments/Communications/Reports (Committee) – 5 minutes
Adjourn to Next Scheduled Regular Meeting on August 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
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San Luis Obispo Parks and Recreation Administration Office
1341 Nipomo Street, San Luis Obispo
Wednesday, May 11, 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, Bob Gordon, ExOfficio Committee Member
James Papp
ABSENT: Committee Member Chuck Crotser
STAFF: Melissa Mudgett: Recreation Manager, Dave Setterlund: Recreation Supervisor
GUESTS: None
PUBLIC COMMENT
No public Comment
1. CONSIDERATION OF MEETING MINUTES (SETTLE)
1-2 4 Suite
1-2 4 Capitalize “improvement” and “project”
1-3 8 Consistence with use of last name
1-4 4 Sabol
1-4 4 Kaetzel
February Minutes review of docent standards
MOTION: (Updegrove/Ulz) Approve meeting Minutes of April 13, 2016 as amended.
Approved: 6 yes, 0 no, 1 absent
2. CONSIDERATION OF FINANCIAL REPORT
MOTION: (Settle/Kincaid) Approve Financial Report for April 2016.
Approved: 6 yes, 0 no, 1 absent
3.APPROVAL OF JACK HOUSE PROGRAMMING AND SPECIAL EVENTS
a.Art After Dark – First Friday of the Month
Member Ulz expressed that the Art After Dark program is a tremendous amount of work and
the Committee should clarify which group should assume the responsibility for the program.
Member Papp said that the Friends of the Jack House is responsible for coordinating Art After
Dark events.
Jack House Committee
DRAFT - MINUTES
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MOTION: (Kincaid/Updegrove) Approve Art After Dark reservations of the Jack House for
the first Fridays of the month, excluding December, for the remainder of 2016 and all of 2017.
Approved: 6 yes, 0 no, 1 absent
b.Victorian Games – Closure of Gardens on Odd Sundays in June – August 2016
Member Papp said that the health of the Jack House depends strongly upon the health of the
gardens in which this new programming with help keep the gardens vibrant. In addition,
special events, such as Victorian era garden games, will draw people into the park.
Member Ulz agreed and stated that Colleen Dilenschnider’s blog, Know Your Own Bone –
supports Member Papp’s argument that locals are less likely to attend cultural attractions in
their local area but are more likely to get engaged with special events. She added that creating
occasions to engage the locals with history will build interest and help bring people to the
Jack House.
Member Updegrove suggested the lack of seating might detour people from using the garden
as a natural gathering place.
Chair Settle said she would like to see better signage for events on the property and believes
this would contribute to better attendance. She also expressed concern over the historic sports
program could contribute to a loss of revenue from weddings.
Member Updegrove supported expanded the Victorian games through the fall.
Member Papp suggested that consistency in scheduling is preferred.
Member Ulz added that the level of program would be a great topic to explore at the retreat.
Vice-Chair Kincaid said that school tours have been free. Non-school tours are charged a
$5.00 per person fee, or for a maximum of $100. Paying tours can be scheduled without
Committee’s approval as there is no loss of revenue. She reminded the Committee that
requests for a free tour will require the Committee’s approval.
MOTION: (Kincaid/Updegrove) Approve the Victorian Garden Games program on a trial basis
from June through August 2016 and reevaluate when the program concludes.
Approved: 6 yes, 0 no, 1 absent
4.CONSIDERATION OF INTERIOR DECORATIVE PLAN AS DRAFTED BY SUZANNE
WATKINS
No discussion was provided. This Agenda Item was continued to the June 8, 2016 meeting.
5.CONSIDERATION OF NEW BLACKOUT SHADES FOR DINING ROOM / STAIRWAY
Vice-Chair Kincaid stated that Jack Family Foundation will pay for blackout shades for the dining
room and stairway.
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Member Ulz said that that any changes proposed to the house should be brought to the Committee
for approval.
Member Papp also mentioned that the Jack House Committee should also consider the drapery and
the ability to lower and raise the shade in the stairway.
Chair Settle said that the drapery will be removed and the potential replacement will be discussed at
a later date.
MOTION: (Ulz/Kincaid) Accept the Jack Family Foundation donation to fund the purchase and
installation of new blackout shades for the dining room and stairway, and for the removal of the
drapery in the stairway window.
Approved: 6 yes, 0 no, 1 absent
6.CONSIDERATION OF PAPER AND EPHEMERA COLLECTION ASSESSMENT AS
DRAFTED BY GAYLE JOHNSON
Member Papp provided the Committee with a report by Gayle Johnson which assessed the current
condition of the paper and ephemera collection and recommended actions.
Vice-Chair Kincaid disagreed with the recommended course of action in the report and suggested
that the most effective way to resolve the poor condition of the artwork would be to continue current
practice.
Chair Settle agreed with the suggested course of action and believes facsimiles of the art would be
acceptable and would focus on preservation of the artwork. In addition Chair Settle offered that Art
After Dark serves as a great venue to showcase actual art.
Member Ulz suggested that the mold needs to be addressed and should be monitored.
Vice-Chair Kincaid asked who is responsible for the mitigation of mold in the house.
Staff Setterlund responded that the City, Building Maintenance, would be responsible for mold is
located in the building. However, the mold is current located in the antique furniture and books; not
in the actual house. Therefore, the responsibility of mold mitigation in the furniture and books
would the Jack House Committee.
Chair Settle said she will send a correspondence to the City Council informing them about the mold
and what action are being taken.
This agenda item was continued to the June 8, 2016 regular meeting for further discussion.
MOTION: (Ulz/Kincaid) Approval to borrow two monitors from the San Luis Obispo History
Center for the purpose of monitoring the mold growth and consult with Frank Young. Approval
to purchase two monitors.
Approved: 6 yes, 0 no, 1 absent
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7.APPROVAL FOR PURCHASE OF WOODEN CHAIRS
Member Papp recommended the purchase 8-10 wooden folding chairs that are durable and padded
for docents.
Chair Settle asked if the docents could continue to use the white plastic chairs.
Vice-Chair Kincaid was not in support of purchasing new chairs.
Member Papp reported that new chairs are needed as the older white chairs are breaking down, are
not comfortable and are not visually appealing. The purchase of new chairs would be a significant
update at a minimal cost.
MOTION: (Kincaid/Ulz) Approval to purchase new wood, padded, folding chairs in an amount
not to exceed $250.
Approved: 6 yes, 0 no, 0 absent
8.DISCUSSION OF JACK HOUSE MARKETING PLAN
Committee Members are to provide staff Setterlund with recommended edits and comments.
This agenda item was continued to the June 8, 2016 regular meeting for further discussion and
adoption.
9.STAFF REPORT FOR PARKS AND RECREATION UPDATES
Staff Setterlund provided an overview of upcoming Parks and Recreation events.
Friday, May 13, Family Fun Carnival
Saturday, May 14, Trail workday at Bowden Ranch
Sunday, May 15, Ranger led hike in the South Hills
Saturday, May 21, Aquatics annual family water safety day
Saturday, May 21, Monster Skate concludes at SLO Skate Park
Friday, June 3, Friday Night Skate DJ concerts at SLO Skate Park
Friday, June 10, Annual Dive In movie at the pool (Jaws).
10.JACK HOUSE DOCENT ACTIVITIES (PAPP) – 30 MIN
Member Papp provided the Committee with a report of docent activities. (report attached to
minutes)
Vice-Chair Kincaid read aloud a letter from Jack Family member Katchy Andrews who expressed
dismay over a recently published article regarding the portrayal of Howard Jack. Mrs. Andrews
hoped that the Committee will establish a protocol and guidelines for published articles.
Member Papp suggested that purchasing advertisement is a possible way to control what
information is publicized.
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Member Ulz added that a common reference to Howard Jack could be “Howard lived larger than
life.”
11.FRIENDS OF THE JACK HOUSE UPDATES
Member Papp provided the Committee with a report of the Friends of the Jack House activities.
(Jack House Friends Report as attached to minutes).
Staff Melissa Mudgett added that the City will be invoicing the Friends of the Jack House for
$2,000 portion of the Elevator Shaft Removal Project.
12.SUB-COMMITTEE REPORTS
a.Strategic Planning (Crotser, Settle, Ulz)
Member Ulz said the focus of the retreat will seek to establish a main goal for the different Jack
House groups moving forward.
b. Carriage House Accessibility (Crotser, Papp)
No report.
c.Collections, Use & Handling Policy (Settle, Ulz, Darnell)
No report.
13.MEMBER COMMENTS / COMMUNICATIONS / REPORTS (ALL) – 10 MIN
Member Updegrove suggested partnering with master gardeners to improve gardens at the Jack
House.
Chair Settle reported that the grafted walnut trees are thriving and need a new location to live where
they can be watered. She asked City staff to see if the juvenile walnut trees could be stored at the
Laguna Lake Golf Course tree nursery. Staff Mudgett said she would research and get back to the
Committee with an answer.
Meeting adjourned at 8:00 p.m. to the next Regular Meeting on June 8, 2016 at 5:30 pm.
Approved by the Jack House Committee on __________________.
________________________________________________
Dave Setterlund, Parks and Recreation Department Supervisor
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Jack House Docent Report 11 May 2016
Despite the necessity of unwrapping and replacing objects after construction
mitigation, docents opened the Sunday season of the house three weeks early this
year, garnering twelve additional visitors.
At the annual California Preservation Conference in San Francisco April 16–20,
docent president James Papp gave a PowerPoint presentation on the Jack House bay
window restoration to over a hundred preservation professionals in the Three-
Minute Success Stories session and dinner, open by competition to projects that
follow Secretary of Interior standards. Papp also gave a talk on exceptions to
categorical exemptions in the California Environmental Quality Act, featuring the
Jack House, in the Local Preservation Forum, sponsored by the California State
Office of Historic Preservation.
Papp and docent vice-president Marilyn Darnell both gave presentations at SLO
Train Day, May 7, at the San Luis Obispo Railroad Museum.
In the week of Mother’s Day, Dave Congalton gave the Jack House a half hour of
radio time, KSBY a minute of television time, and the Tribune a page-three article
and photo with additional historic photos on its Web site, giving the Jack House a
trifecta of media. Docents extend kudos to Dave Setterlund, Jamie Bell, and their
press outreach. Mother’s Day brought 98 visitors to the house, 40 percent above last
year’s number.
After Jack House docents hosted seventeen Point San Luis Lighthouse docents in
April, lighthouse docents are returning the favor by hosting a lighthouse trip and
luncheon in June.
With docent medical conditions and travel, we are hard-pressed to meet needs for
regular openings and special tours. Our four most recent docent recruits (Eva Ulz,
James Papp, Laura Sorvetti, and Donn Clarius) have all come from personal contacts
or satisfied visitors.
—James Papp, President, Jack House Docents
Friends of the Jack House Report 11 May 2016
The Friends’ exhibition The Art We Eat On: Five Centuries of Tableware previewed
for Mother’s Day and will open at June’s Art after Dark. It features almost two
hundred objects from the 1630s to 2016, crafted in earthenware, stoneware,
porcelain, pewter, silver, wood, linen, and paper, drawn from the Jack House
Collection, as well as several private collections and one guest artist, local potter
Jarred Pfeiffer.
The Friends of the Jack House has raised its $500 match to Libbie Agran’s generous
$500 challenge, and with $1,000 previously voted will contribute $2,000 to elevator
shaft removal and window restoration.
—James Papp, President, Friends of the Jack House
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2015-16 Fiscal Year
Reporting Date:June 8, 2016
Accounting Periods:11
May 1-31, 2016
Verified By:Dave Setterlund, Community Services Supervisor
Melissa Mudgett, Recreation Manager
13,087.28$
Acct 625-3901
BUDGET BALANCE TO-DATE REMAINING
$ - $ 1,860.23
BUDGET BALANCE TO-DATE REMAINING
JH Fund-625 $ - $ (1,415.37)444.86$
City Fund-100 $ 10,500 $ (9,821.29)678.71$
JACK HOUSE Accounting
Monthly Account Reporting of Revenues and Expenditures
JACK HOUSE FUND BALANCE
Jack House Account Summary
REVENUES (Through to May 1 - 31, 2016)
(Note: Dates are when posted by Finance Dept., not dates of transaction)
EXPENDITURES (Through to May 1 - 31, 2016)
Jack House Revenues (Fund 625)
Total Expenditures
(through May 1-31, 2016)
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JACK HOUSE Accounting
$ 1,455.23
$ -
$ -
$ -
$ 15.00
$ 15.00
$ -
$ -
$ -
HTJB book sales = 0 Sub-Total Sales Revenue: $ -
625.58120 – JH Revenue (Tours)
$ 100.00
$ 225.00
5/19/2016- Tours $ 65.00
$ 390.00
$ 405.00
Total Number of Books Either Gifted or
Sold
No Activity
$1,860.23
625.58100 – Food Sales Non-Taxable
Sub-Total Non-Taxable Revenue:
No Activity
625.58110 – Merchandise Sales Taxable (Gift Shop)
Ending Revenue Balance (Mar. 31, 2016)
(Includes Accrued Interest. Does not include Petty Cash)
625.47010 – Other Contributions (Donations)
625.42760 – Interest on Investments
Beginning Balance (as of April 31, 2016)
Jack House Fund REVENUES
Fund 625
Revenue (through May 31, 2016)
Sub-Total Interest Earned:
5/18/2016- Tours
0
No Activity
TOTAL JACK HOUSE FUND REVENUE
5/19/2016- Special Tour and Donation
Sub-Total Tours Revenue:
Sub-Total Donations:
5/12/2016- Tours
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JACK HOUSE Accounting
$ -
Sub-Total: $ -
$ -
$ -
$ -
60280.7244 Promotions
$ 432.00
$ 260.00
$ 324.00
$ 129.60
$ 1,145.60
$678.71
5/20/2016 Mother's Day - Cake
Jack House Fund EXPENDITURES
$ 1,415.37
Expenditures (through may 1 - 31, 2016)
Ending Balance Remaining (March 31, 2016)
(Matching Finance Plus System)
Account 100.60280.7244
$ 1,824.31 Beginning balance as of April 31, 2016
(Matching Finance Plus System)
5/13/2016 Mother's Day - New Times Advertisement
5/20/2016 Mother's Day - Banner
Ending Expenditure Balance (March 31, 2016)
(Matching Finance Plus)
TOTAL JACK HOUSE FUND EXPENDITURES
Expenditures as of April 31, 2016
(Matching Finance Plus)
89140.7789 Cost of Materials for Resale
No Activity
No Activity
Account 625-89140
Total Expenditures:
Sub-Total:
89140.7227 Contract Services
Expenditures (Post Dates through April 31, 2016)
Jack House Promotions City General Funds - EXPENDITURES
$1,415.37
5/27/2016 Mother Day - Flowers
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