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Home My WebLink About08-10-16 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, August 10, 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 June 8, 2016 (Settle/Kincaid) – 5 minutes 2.Consideration of June 2016 and July 2016 Financial Reports (Settle/Kincaid) – 5 minutes 3.Consideration of Interior Decorative Plan as Provided by Suzanne Watkins (Settle/Kincaid) – 15 minutes 4.Update of the Jack House Strategic Planning Meeting on June 3, 2016 (Ulz) – 15 minutes 5.Discussion of building stage shed (Kincaid) -5 minutes 6.Discussion of Jack House rental policy (Setterlund) – 15 minutes 7.Staff Report for Parks and Recreation Updates (Setterlund) – 5 minutes 8.Jack House Docent Activities (Papp) – 5 minutes 9.Friends of the Jack House Updates (Papp) – 5 minutes 10.Sub-Committee Reports (Settle/Kincaid) – 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 September 14, 2016 at 5:30 pm 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, June 8th, 2016 DRAFT CALL TO ORDER: Chair Kathi Settle called meeting to order at 5:32 PM ROLL CALL: Chair Kathi Settle, Vice Chair Toni Kincaid, Commissioners Chuck Crotser, Bob Gordon, Bryant Mills, Eva Ulz and Susan Updegrove, Exofficio Committee Member James Papp ABSENT: None STAFF: Dave Setterlund: Recreation Supervisor, Elizabeth Jacobs: Recreation Specialist GUESTS: Marilyn Darnell PUBLIC COMMENT No public Comment 1.CONSIDERATION OF MEETING MINUTES (SETTLE) •On page 6, it claims Gayle Johnson wrote the report. The report was really written by James Papp with limited assistance from Gayle Johnson and Eva Ulz •Typo on Page 2, 3rd paragraph- “detour” should be “deter” •Page 3, third paragraph from bottom- “mold is current located” to “currently” •Bottom about borrowing two monitors from History Center. If you borrow two and purchase two, the Committee will have four. Ultimately they only need the two from history center. MOTION: (Kincaid/Ulz) Approve meeting Minutes of May 5, 2016 as amended. Approved: 7 yes, 0 no, 0 absent 2.CONSIDERATION OF FINANCIAL REPORT (SETTLE) Jack House Committee DRAFT - MINUTES 1-1 2 Bob Gordon questioned the variability of the revenue reports and the layout of the financial report. He also questioned the Jack House city promotional fund controlling body. The city does promotions and events while the Committee controls the funds. $10,500 is allotted each year and it does not roll over. It was agreed that there should be an incomes/revenues section and an expenditures section to clarify. Ulz noted on page 2-1 you see a breakdown of the costs to cover any questions about the expenditures. MOTION: (Ulz/Kincaid) Approve Financial Report for May 2016. Approved: 7 yes, 0 no, 0 absent 3.CANCELLATION OF JULY 13, 2016 REGULAR MEETING (SETTLE) Kathi Settle and Toni Kincaid will be absent so they requested cancellation of the meeting. James Papp questioned the practice, noting no other committee cancels meetings when the chair and vice chair are absent. Updegrove noted that the Jack House Committee cancels one meeting a year anyway. While cancelling the meetings may be frustrating to some, Bob Gordon will also be absent so there will not be a quorum. A question was raised whether or not City staff has to be in attendance for a meeting or special meeting. It was concluded that yes, they do have to be in attendance. James Papp noted there would indeed be a quorum. It was decided to cancel the meeting nonetheless. MOTION: (Ulz/Updegrove) Cancel July 13th meeting. Approved: 7 yes, 0 no, 0 absent 4.PRESENTATION OF NATIONAL REGISTER OF HISTORY PLACES (DARNELL) Marilyn Darnell brought the registration form which she received from the National Register of Historic places (online), The National Park Service accepted the application. It is now desired to obtain signage directing tourists to the Jack House on the freeway. It is difficult to get signs on the freeway but there is no application needed. Mayor Marx supports the idea for signage around San Luis Obispo. A plaque placed in a prominent place saying the Jack House is on the National Register of Historic Places would allow for immediate recognition and impression on tourists and possible patrons. The NRHP, however, does not provide signs. Eva added the idea of partnering with City employees in the Community Development Department and their plan for expanded historic signs around town. A pole sign would be preferred because it is easily identifiable to guests in passing. The largest sign possible would be preferable (larger than 15”x18”) The sign changes depending on the amount of verbiage desired. Dave can contact City staff to see what signs they plan on displaying around the city. MOTION: (Ulz/Updegrove) Approve funding for a plaque of decree of National Register of Historic Places Approved: 7 yes, 0 no, 0 absent 1-2 3 5.ADOPTION OF JACK HOUSE MARKETING PLAN (SETTLE) Toni had a question about Number 1, Letter C, and Letter D. James suggested deleting the portion about the Friends of the Jack House working with the Committee. D was also suggested for deletion. Bob questioned why the Friends were in the marketing plan at all. If the Friends are included, others may be missing, such as the Foundation. James Papp thinks it is appropriate to include the Friends. Bob Gordon argued they do not belong in the booklet. The roles of the docents, Friends and Foundation were all questioned. If the marketing plan is to remain all- inclusive, all marketing players need to be involved. It was suggested to put the plan on hold and take out all community collaborators. The marketing target audiences need to be considered. James made the point that the marketing will continue with or without consent of the Committee. The Parks and Recreation Department will continue to market even if the Committee tables the marketing plan. If the plan is not accepted tonight, the Committee loses their voice. Bob Gordon still voiced his concern over the inclusion of the Friends in the plan. Marketing will continue but discussion will also continue at a later date. Table adoption of the plan until clarity is brought. MOTION: (Ulz/Kincaid) Approve Marketing Plan As-Is Declined: 1 yes, 6 no, 0 absent MOTION: (Crotser/Gordon) Table discussion and adoption for a formal plan for re-visitation at a later meeting Approved: 6 yes, 1 no, 0 absent 6.UPDATE OF MOLD ASSESSMENT TO THE PAPER AND EPHEMERA COLLECTION (PAPP) James noted the two items should be separate on the agenda. Mold: There is a monitoring device in place, there does seem to be dampness and cold where the mold was found. It is a structural problem, not a problem from wet items left in the collection. It will be checked in a week. The history center provided the hobo. Works on Paper: Report presented and has been discussed already. James is ready to answer any questions about the report. The next step is unknown. Budget creation was suggested. James requested a priority list and questioned where the budget funds will come from. James wondered if it was a City responsibility. The collection needs continuous attention and repair. James asked the City liaison where the money will come from. It is necessary to identify each item on the list and see how much it will cost. Suggestions were made for the Friends or the Foundation to cover the cost, or alternatively for the Friends to fundraise. Suggestions for fundraisers were a donation box at Art After Dark or an “Adopt an Item Program.” Eva voiced concerns over the reputation of the Committee and the collection and the way the fundraiser is presented to the public. There needs to be a specific work plan with priorities to begin the process of fundraising. Another question was posed of the relationship between the City and the Foundation. 1-3 4 MOTION: (Crotser/Updegrove) Accept the Jack House Works on Paper report and pursue attaching cost to the priority list for funding and fundraising. Approved: 7 yes, 0 no, 0 absent 7.STAFF REPORT FOR PARKS AND RECREATION UPDATES (SETTERLUND) •June 3, Friday Night Skate •June 10, Dive-in movie; Jaws •June 18, Trail workdays at Reservoir Canyon •June 19, Ranger-led hike •June 27, Junior golf tournament •July 1, Friday Night Skate 8.JACK HOUSE DOCENT ACTIVITIES (PAPP) Exofficio Committee Member Papp provided the Committee with a report of docent activities. (Report attached to minutes) 9.FRIENDS OF THE JACK HOUSE ACTIVITIES (PAPP) Exofficio Committee Member Papp provided the Committee with a report of Friends of the Jack House activities. (Report attached to minutes) 10.SUB-COMMITTEE REPORTS (SETTLE) a.Strategic Planning (Crotser, Settle, Ulz) There was a retreat last Friday with _____ Leslie? Spokes who led a discussion of survey results of perception of the Jack House. It is necessary to unite to create healthy relationships for the complex workings of the Jack House holistically. Sub-committees were created. The five goals were identified as the following: identify facility use policy, manage time and resources (museum, park, rental, and wedding), organizational structure to create budget, strategic plan started, and amend grant deed. b.Carriage House Accessibility (Crotser, Papp) No report. Need a licensed, bonded contractor and plans. c.Collections, Use & Handling Policy (Settle, Ulz, Darnell) No report. 11.MEMBER COMMENTS / COMMUNICATIONS / REPORTS (ALL) Chuck expressed his appreciation for the amount of hard work put into all of the Jack House reports by James Papp. The tree grafting did not take as well, except for one. Eva met with City staff to 1-4 5 approve a request for nearly $7,000 to support the county-wide guided tour collaborative to promote guided tours in the region. Kathi enjoyed herself at the Jack House for the retired teacher’s celebration. She promoted becoming a docent to the teachers in attendance. Meeting adjourned at 7:05 p.m. to the next Regular Meeting on August 10, 2016 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 1-5 JACK HOUSE DOCENT REPORT Attendance Docents guided 389 visitors through the house in May, and increase of 142 percent over last May’s 161. This was partly a result of class visits scheduled for May rather than June; however, with group tours and Art after Dark, we also expect to exceed last year’s June numbers. Old Mission School and Los Ranchos and Monarch Elementary brought 158 visitors, of whom 123 children, and there were 75 visitors from 2 weddings. Mother’s Day attendance of 98 showed an increase of 40 percent, and regular Sunday visitation showed an increase of 17 percent. There was no Art after Dark in May. Year to date attendance is 775, compared to 336 last year, a 131 percent increase. Docent Volunteering So much attendance required a great deal of guiding. Thirteen docents worked regular Sundays and special tours in May: Ursula Campbell, Donn Clarius, Marilyn Darnell, Pam Hurd, Nancy Jackson, Bryant Mills, Chris Oswald, James Papp, Kathi Settle, Laura Sorvetti, Wendy Stockton, Eva Ulz, and Jean Whitaker. I’m glad to report that Marilyn Forselles, after a long illness, is planning to return to docent duty in July. Offsite Docent Activities •Docents Kathi Settle, Marilyn Darnell, and James Papp did in-school sessions at OldMission School and Monarch Elementary of 1–1.5 hours to prepare students for their Jack House visits. We plan to offer these to other schools next academic year. •James Papp will visit Las Brisas Retirement Residence to give a talk July 5 preceding agroup tour from Las Brisas July 7. Group Tours in June and July Retired teachers met at the Jack House today; the De Tolosa chapter of the Questers, which was founded in the Jack House parlor twenty-five years ago, will meet June 16; the Central Coast Bruin Alumni on June 19; and Las Brisas Retirement Residence on July 7. There will also be a wedding tour June 18. Public Relations •Docent vice-president Marilyn Darnell wrote a summary of the year’s Jack Houseactivities for the History Center’s annual La Vista, focusing on the great number of firsts, including off-site exhibitions, Art after Dark, collaborations with other organizations, and combined projects of the different constituent groups (the city, docents, friends, and foundation), including on the elevator removal and window restoration. •James Papp joined the History Center booth June 1 at the Chamber of Commerce’s Expo atthe Expo to promote the Jack House to businesses, nonprofits, and individuals, including retirement homes, schools, tour companies, radio stations, and magazines. Tourism Data and Collaboration with Visit San Luis Obispo County James Papp also attended Visit San Luis Obispo County’s rollout of its first marketing survey at the Tourism Exchange May 6 and further on June 6, meeting with Director of Travel and Trade Michael Wambolt. Relevant conclusions included 1-6 Attachment 1 •Two-thirds of visitors are 22–39, predominately married and college educated, ademographic the Jack House has done little to attract except for Art after Dark. •A third of visitors travel with children 6–17, another neglected demographic.•About half of visits are relatively spontaneous, planned two weeks or less inadvance. Seventy percent of visitors stay in hotels or motels, making rack cards useful outreach. •Average daily expenditure is $600.•Spring is the slowest season, so perhaps we should rethink winter closure.•Somewhat more prospective visitors (30 percent) see San Luis Obispo County ashistoric compared to a market basket of comparable counties (Monterey, Napa, Santa Barbara, and Sonoma, ranging through the twenties). •The qualities that visitors associate with the county before historic, however, are relaxed, friendly, scenic, fun, and casual, suggesting that a more relaxed and fun presentation of the Jack House and Gardens, perhaps connected to participatory activities or to the family’s ranching connections, would be more successful. Relaxed and fun, however, does not have to mean dumbed down, contentless, or inaccurate. History/culture was the only item of high importance and low performance in the survey, hence Visit SLO County is keen to collaborate with the Jack House and other historic sites in the county. Upcoming Collaborations •Point San Luis Lighthouse docents will host Jack House docents for a trolley ride, tour,and luncheon Tuesday, June 14. This comes in return for the Jack House hosting 17 lighthouse docents in April and will be in concert with the History Center’s monthly countywide docent meeting, integrating the Jack House docents with a group that draws from north, central, and south county. •The docent president has met with a committee from St. Stephen’s Episcopal Church, ofwhich the Jacks were prominent supporters, regarding the church’s 2017 sesquicentennial celebrations and the possibility of collaborating on an exhibition, dramatic performance, and tea and tours at the Jack House. •After outreach from the docent president, the Order of Minor Historians will be meetingat the Jack House in June 2017, in an event they hope to share with the History Center. Substantive Change •The docents have cleared noncollection items from the library closet to allow its displayas part of the story of the Jack House while it was a rooming house. During the cleanout, a Qing dynasty bowl was discovered there and has since been translated. The bowl contained potpourri, which invaded the cracks. The History Center is assisting with cleaning. •The new arrangement of furniture in the master bedroom was discussed at the mostrecent docent meeting. The ahistoric arrangement creates problems for docents trying to describe authentic nineteenth-century interior decoration. This is already a challenge in the house. The understanding is that neither the changes nor the handling of furniture had 1-7 been authorized by the Jack House Committee, whereas the docents worked in concert with the committee, Parks and Recreation, and Facilities Maintenance to safely move furniture during construction mitigation. Interpretive Change •Condition analysis of 260 works on paper, the display and interpretation of fifty Jackpieces of tableware and furniture for the Art We Eat On exhibition, and the revision of the docent handbook is resulting in a reinterpretation of many of the objects in the house, previously unidentified or misidentified. For instance, the Jack parlor suite has been upholstered in three different fabrics matching unrelated pieces of furniture. Jack House docents at their last meeting discussed this new information and its impact on docent narratives and also on substantive display in the house. •Eva Ulz and Laura Sorvetti have been creating a database of late-nineteenth-centuryinteriors in California for research and comparison. Moveable Lawn Furniture Docents discussed the proposal positively and suggested a café set in the gazebo. —James Papp, President, Jack House Docents FRIENDS OF THE JACK HOUSE REPORT •Art after Dark attendance has been 67 (Jan.), 76 (Feb.), 48 (Mar.), 30 (Apr.), and 75 (June).Closure of the house and movement of exhibitions into the Wash House seems to have been the major factor bringing down attendance in March and April, although our exhibitions (Portraits of the Jack House, The Library of a Ranching Family, and April Fools: Grotesques and Caricatures) were predominately more Jack-centered and with less general art interest. •The Art We Eat On: Five Centuries of Tableware has given the house considerable exposureon the Web and in print. Jamie Bell of Parks and Recreation has posted information on the city’s Jack House Web page and parks’ Facebook page and also tweeted. The is the possibility of further tweets with additions to the show, which now has over two hundred artifacts from the Jack House Collection and on loan from five other collections. The exhibition is listed with the Tribune and New Times, including in the New Times print summer schedule supplement; with an Art after Dark blog; and on guest artist Jarred Pfeiffer’s Facebook page. Camas Frank of SLO City News attended the June Art after Dark and took notes and photographs. •Historic Sports had an intentionally slow opening at the Jack House with four participantsin croquet, which gave the opportunity to talk about the house with both participants and onlookers, be active, and attract the attention of passers-by to the Jack Gardens as a public park. As the program oscillates between the Jack House and the Dallidet, we will use word of mouth and social and traditional media to build up participation. Libby Agran has donated $200 to the Friends of the Jack House for purchasing further folding wooden chairs for use in talks or concerts. —James Papp, President, Friends of the Jack House 1-8 2015-16 Fiscal Year Reporting Date:July 13, 2016 Accounting Periods:12 June 1-31, 2016 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 13,087.28$ Acct 625-3901 BUDGET BALANCE TO-DATE REMAINING $- $ 2,415.23 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $- $ (1,415.37) 999.86$ City Fund-100 $10,500 $ (9,967.26) 532.74$ JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to June 1 - 31, 2016) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to June 1 - 31, 2016) Jack House Revenues (Fund 625) Total Expenditures (through May 1-31, 2016) 2-1 JACK HOUSE Accounting $1,860.23 $- $- $- $60.00 $60.00 $- $- $10.00 $- HTJB book sales = 0 Sub-Total Sales Revenue: $10.00 625.58120 – JH Revenue (Tours) $125.00 $100.00 6/9- Tours $160.00 6/8 - Cash Reciept interface $100.00 $485.00 $555.00 Total Number of Books Either Gifted or Sold No Activity $2,415.23 625.58100 – 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 InvestmentsBeginning Balance (as of May 31, 2016)Jack House Fund REVENUESFund 625Revenue (through June 31, 2016)Sub-Total Interest Earned: 6/21- Cash Receipts interface 0 6/9 - Jack House Gift Shop TOTAL JACK HOUSE FUND REVENUE 6/30- Special Tour and Donation Sub-Total Tours Revenue: Sub-Total Donations: 6/30- Tours 2-2 2-2 JACK HOUSE Accounting $- Sub-Total: $- $- $- $- 60280.7244 Promotions $49.08 $48.29 $48.60 $145.97 $532.74 6/30 - Petty Cash JH Mailing/Storage-Papp Jack House Fund EXPENDITURES $1,415.37 Expenditures (through June 1 - 31, 2016) Ending Balance Remaining (March 31, 2016) (Matching Finance Plus System) Account 100.60280.7244 $678.71 Beginning balance as of April 31, 2016 (Matching Finance Plus System) 6/30 - Petty Cash JH Gift Shop - Papp 6/17 - Trophy Hunters/JH Docent Name Tags 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 $1,415.37 2-3 2-3 2015-16 Fiscal Year Reporting Date:August 10, 2016 Accounting Periods:13 July 1-31, 2016 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 13,087.28$ 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 $ (10,218.81)281.19$ JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to June 1 - 31, 2016) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to June 1 - 31, 2016) Jack House Revenues (Fund 625) Total Expenditures (through May 1-31, 2016) 2-4 JACK HOUSE Accounting $1,860.23 $- $- $- $- $- $- $- HTJB book sales = 0 Sub-Total Sales Revenue: $- 625.58120 – JH Revenue (Tours) $- $- 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 InvestmentsBeginning Balance (as of July 31, 2016)Jack House Fund REVENUESFund 625Revenue (through July 31, 2016) Sub-Total Interest Earned: 0 No Activity TOTAL JACK HOUSE FUND REVENUE No Activity Sub-Total Tours Revenue: Sub-Total Donations: No Activity 2-5 2-5 JACK HOUSE Accounting $- Sub-Total: $- $- $- $- 60280.7244 Promotions $235.55 $16.00 $251.55 $281.19 7/29/16 CA State Board of Equalizer - folding Chairs Jack House Fund EXPENDITURES $1,415.37 Expenditures (through July 1 - 31, 2016) Ending Balance Remaining (March 31, 2016) (Matching Finance Plus System) Account 100.60280.7244 $532.74 Beginning balance as of July 31, 2016 (Matching Finance Plus System) 7/22 /16 US Bank - Folding Chairs Ending Expenditure Balance July 31, 2016) (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of July 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 2-6 2-6