HomeMy WebLinkAbout09-14-2016 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
REGULAR MEETING
Wednesday, September 14, 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 August 10, 2016 (Settle) – 5 minutes
2. Consideration of year end and August financials 2016 Financial Reports (Settle) – 5 minutes
3. Discussion to update new policy for private events (Papp) – 8 minutes
4. Discussion to remove ability to close Jack House during events (Papp) – 5 min
5. Action steps to reduce humidity in Jack House (Ulz) – 5 minutes
6. Action to host Californian State Standard Flower Show in the Jack House Garden (Bob) – 5 minutes
7. Discussion to develop deaccession of non – jack items from the collection (Papp) -5 minutes
8. Staff Report for Parks and Recreation Updates (Setterlund) – 2 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, Use & Handling Policy (Settle, Ulz, Darnell, Sorvetti)
12. Member Comments/Communications/Reports (Committee) – 5 minutes
Adjourn to Next Scheduled Regular Meeting on October 12, 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
Agenda Packet Pg. 1
Minutes - DRAFT
JACK HOUSE COMMITTEE
Wednesday, August 08, 2016
Regular Meeting of the Jack House Committee
CALL TO ORDER
A Regular Meeting of the Jack House Committee was called to order on Wednesday, August 08,
2016 at 5:30 p.m. in the Large Conference Room, located at 1341 Nipomo Street, San Luis
Obispo, California, by Vice Chair Toni Kincaid.
ROLL CALL
Present: Committee Members: Bryant Mills; Chuck Crotser; Eva Ulz; Susan Updegrove; Bob
Gordon; Exofficio Committee Member James Papp; and Vice Chair Toni Kincaid
Absent: Chair Kathi Settle
Staff: Parks and Recreation Supervisor Dave Setterlund
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
None
CONSENT AGENDA CONSIDERATION OF MINUTES
1. Consideration of Minutes (Crotser/Updegrove) – 5 minutes
MOTION BY COMMITTEE MEMBER CROTSER, SECOND BY COMMITTEE
MEMBER UPDEGROVE, CARRIED 6-0 to approve the minutes of the Jack House
Committee for the meeting of 06/08/2016.
Amendments:
Pg. 1-4: under 10A need to spell Lesly Santos Dierks name correctly and insert “of”
after Lesly’s name
Pg. 1-1: Capitalize History Center
CONSENT AGENDA CONSIDERATION OF FINANCIAL REPORTS
2. Consideration of Financial Reports (Settle/Kincaid) – 5 minutes
Agenda Packet Pg. 2
DRAFT Minutes – Jack House Committee Meeting of August 08, 2016 Page 2
MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE
MEMBER CROTSER, CARRIED 6-0 to revisit amended Financial Reports of the Jack
House Committee at the meeting on 09/14/2016.
PUBLIC HEARINGS BUSINESS ITEM
3. Consideration of Interior Decorative Plan as Provided by Suzanne Watkins (Settle/Kincaid) – 15
minutes
Vice Chair Kincaid: Stated that she had not received any information from Suzanne
Watkins regarding the decorative plan.
Vice Chair Kincaid: Will report on Interior Decorative Plan when she learns more.
Public Comments:
None
4. Update of the Jack House Strategic Planning Meeting on June 3, 2016
(Ulz) – 15 minutes
Member Ulz: Suggested that the committee reconvene to discuss progress.
Member Papp: Requested that notes from strategic plan meeting be forwarded to rest of
committee.
Member Papp: Expressed that the committee should consider sharing the information to
non-invited interested.
Committee Members were in agreement that all interested parties should be clued in to
strategic plan.
Member Crotser: Offered to forward the Strategic Planning Meeting notes to members
of the Jack House Committee.
Public Comments:
None
5. Discussion of Building Stage Shed
(Kincaid) - 5 minutes
Vice Chair Kincaid: Asked the committee for permission to examine storage shed
pricing. The shed will be used to house Jack House objects.
Member Papp: Raised the question is it better to have storage on site or off site.
Member Papp asserted having various structures clutter grounds and home isn’t the
only solution.
Members discussed storage possibilities.
Member Crotser: Stated that storage will be only for non-essential items.
Agenda Packet Pg. 3
DRAFT Minutes – Jack House Committee Meeting of August 08, 2016 Page 3
Member Ulz: Asked if it would be possible to have the City build a storage unit to
house tables and chairs while Jack House Docents use storage area in Carriage House.
Staff Liaison: Stated that he would look into the possibility of City paying for shed.
Public Comments:
None
ACTION: COMMITTEE MEMBER CROTSER, COMMITTEE MEMBER
UPDEGROVE, to authorize, Vice Chair Kincaid to research storage shed pricing.
Motion passed 6:0:0 on the following roll call vote:
AYES: MILLS, CROTSER, ULZ, UPDEGROVE, GORDON, KINCAID
NOES:
ABSTAIN:
ABSENT:
6. Discussion of Jack House Rental Policy
(Setterlund) – 15 minutes
Member Ulz: Surmises that the current practice of allowing vendors vehicle access to
the Jack House grounds as broken practice.
Member Gordon: Expressed his concerns for vendors having to carry heavy items from
long distances.
Member Ulz: Asserted her disapproval of allowing vendor vehicles behind the gates.
Member Papp: Agreed that the system for vendors needs refining and would also like to
have the option to close the historic house taken off the table and agendized.
Member Ulz: Communicated that working with vendors to build an understanding that
the Jack House does not allow vehicles access to the grounds could be a potential
solution.
Member Papp: Believes that Jack House and Docents are not fully appreciated during
the rental of the facility.
Member Papp: Remarked that the consequences and repercussions for negligent renters
are not robust enough to stop unwanted behaviors.
Member Ulz: Echoed member Papp’s concerns and stated that the majority of people
are not respectful of House.
Following discussion, Member Crotser concludes that issues will not be resolved
without a dedicated person to oversee house for events.
Agenda Packet Pg. 4
DRAFT Minutes – Jack House Committee Meeting of August 08, 2016 Page 4
Members discussed the issue and believe the issue needs to be agendized for next Jack
House meeting.
Public Comments:
None
7. Staff Report for Parks and Recreation Updates
(Setterlund) – 5 minutes
Movies in the Mission: First three Saturdays in August.
Family Campout: August 13, intended to introduce families to the joys of camping and
nature.
Ramp and Roll: August 20, family fun and safety education (girl’s skate jam).
Estimated completion of the Reservoir Canyon Trail by end of August 2016.
Ranger Camp: August 15 -19.
Public Comments:
None
8. Jack House Docent Activities
(Papp) – 5 minutes
Report attached.
Public Comments:
None
9. Friends of the Jack House Update
(Papp) – 5 minutes
Report attached.
Public Comments:
None
SUB-COMMITTEE REPORTS
(Settle/Kincaid) – 20 minutes
a. Strategic Planning (Crotser, Settle, Ulz)
Nothing was reported.
b. Carriage House Accessibility (Crotser, Papp)
Agenda Packet Pg. 5
DRAFT Minutes – Jack House Committee Meeting of August 08, 2016 Page 5
Nothing was reported.
c. Collections, Use & Handling Policy (Settle, Ulz, Darnell, Sorvetti)
Member Ulz: Presented a visual graphic of humidity level monitored at the Jack House.
Member Ulz: Vigorously advised the immediate intervention of humidity with mobile
dehumidifiers and any other means necessary.
Member Ulz: Believes that the humidity can be better controlled by monitoring
temperature when people are not in the home and by strategic opening and closing of
windows.
Member Ulz: Requested to have the mitigation of humidity agendized.
MEMBER COMMENTS/COMMUNICATIONS/REPORTS
(Committee) – 5 minutes
Member Gordon: Suggested the Jack House Garden as a venue to host the Monday, May 29
California State Standard Flower Show.
Member Ulz: Mentioned the program, “How to Display Historic Clothing” at History Center on
August 30, 2016.
ADJOURNMENT
The meeting was adjourned at 7:00 p.m. The next Regular meeting of the Jack House Committee
is scheduled for Wednesday, September 14, 2016 at 5:30 p.m., in the location 1341 Nipomo
Street, San Luis Obispo, California.
APPROVED BY THE JACK HOUSE COMMITTEE: XX/XX/2016
Agenda Packet Pg. 6
JACK HOUSE DOCENT REPORT, 10 AUGUST 2016
Attendance
• There were 250 visitors to the Jack House in June and 254 in July. We welcomed our
thousandth visitor of the year on the Fourth of July weekend. Attendance to date is 1,235,
2.6 times last year’s attendance to date.
• Particularly encouraging has been Sunday visitation. In the five weeks after simultaneous
coverage of the Art We Eat On exhibition in SLO City News and the Tribune, Sunday numbers
were 18, 19, 26, and 17. This is 3.5 times the attendance in the comparable period last year.
Unfortunately, a bride closed the house publicly on the fourth Sunday, though a number of
determined visitors crashed her wedding tour. The sixth and seventh week out, attendance
has fallen to normal levels, showing the need for new publicity from the Richard Field
Levine exhibition and other events.
• Art after Dark attendance was 67 for July and 72 for August; we have not yet been able to
break out of the 60s to 70s range. AaD continues to attract a much younger demographic
than our Sundays, including a substantial number of students and people in their twenties
and thirties. Art after Dark attendance has reached 435 for the seven events to date.
• Group activities in July included a UCLA alumni brunch with a tour and Steinway concert
by Eva Ulz (the last shared by our regular Sunday visitors); an off‐site talk with a tour and
lunch for Las Brisas Retirement Residence; and lunch and tours for 40 Y‐camp kids, a
number of whom had visited as students, were asked to help lead, and clearly retained a lot
of knowledge and understanding from their tours.
Offsite Activities
• A July 7 talk at Las Brisas Retirement Residence attracted 30 attendees, including two
former parks commissioners who had toured the Jack Garden when its acquisition was
being considered in 1975 and with whom we are planning oral history interviews. The
subsequent tour brought only a dozen of the more mobile of these, pointing out our need to
develop off‐site activities for those to whom the Jack House is not accessible, as well as our
need to make the Jack House more accessible as our audience ages.
• The Jack House inaugurated the History Center’s initiative of a monthly booth at SLO’s
Thursday Farmers’ Market. Thirty people stopped by for substantive conversations about
local history and preservation, and we handed out docent and visitor recruitment
information. We brought the 1876 Carleton Watkins panoramic photograph of San Luis
Obispo, showed people modern close‐up photos of the buildings still extant—the Norcross
House, St. Stephen’s, and the Jack Carriage House—and gave them the opportunity to find
the buildings in the old photo. Simple but interactive and lots of fun. We also had
photographs on display from the new Richard Field Levine exhibition.
• An offer of return hospitality for the Jack House’s hosting of Point San Luis Lighthouse
docents in April morphed into a countywide event for the History Center’s docent training
network in June, with a truly memorable tour and lunch on a spectacular day.
Upcoming Events
Agenda Packet Pg. 7
• In September the Jack Garden will host the second part of archaeologist Elise Wheeler’s
Museums Institute course on cultural landscapes. This will focus on the Jack Garden as a
case study for assembling the documentation and site information to be designated a
cultural landscape.
• The county’s History Network mixer will take place at the Jack House in December
• The Jack Steinway will be truly instrumental in a series of mini‐concerts and talks by
Donn Clarius. Mini‐concerts by Donn and Eva Ulz have been popular events over the past
two months.
• An event on the Halcyon mystic poets, featuring tone cluster music by Henry Cowell on
the Jack Steinway, is in the works.
Public Relations
The exhibition The Art We Eat On: Five Centuries of Tableware was featured in a front‐page
article by Camas Frank in the SLO City News June 15 and an article by Sarah Linn the
Sunday Tribune June 19. The Jack House continues to expand our Web presence through
the Art after Dark blog, slohappenings.com, the city Web site, newspaper Web sites, and
artist Web sites.
Collaborations
• Docent president James Papp met with Visit SLO County director of travel and trade
Michael Wambolt, City of San Luis Obispo tourism director Molly Cano, and History Center
director and curator Eva Ulz regarding logistics of the History Center’s new grant to
coordinate out‐of‐town bus tours to historic sites. The ability of the current corps of
docents at the Jack House and countywide to serve the anticipated increased demand is a
serious concern.
Docent Handbook
• Revision of the Jack House Handbook, led by Judith Collins, is complete, with tighter
organization and 33,000 words of corrected and new information on the life of the Hollister
and Jack families; the development of the land, structures; and the furniture and fine and
decorative arts in the house. There is also new material on handling the collection and
guiding visitors. The revision committee’s intention is to develop a self‐guided tour book
and a booklet for visitors to take away.
Conservation
James Papp has met with Gail Johnson to discuss priorities and costs associated with
deframing, rehousing, and conservation of the Jack House Collection’s woks on paper.
New Discoveries
• Rediscovery and reinterpretation of a photograph in the Jack House Collection once
thought to be of two unidentified women in an unidentified garden in front of an
unidentified house and now confirmed to be Nellie Jack and another woman (possibly Mary
Hollister Banning) in the Jack Garden in front ofn the Jack Carriage House both provides the
documentation to establish the Jack Garden as a cultural landscape with a separate
Agenda Packet Pg. 8
National Register listing and establishes the Carriage House, through its association with
the 1876 Carleton Watkins photograph, as predating the Jack House by at least two years.
James Papp has met with the city’s senior planner Brian Leveille to discuss the status of the
Jack Garden as a cultural landscape and the Carriage House as an historic structure in the
city’s Master List and the National Register of Historic Places
• James has been working with Jean Martin on a proposal for a West End Historic District
that would encompass Marsh and Higuera Streets between Carmel and Nipomo, be
anchored by the Jack House and Gardens, and include 30 Master List and Contributing List
structures out of the areas 62 structures.
Deaccessioning
Docents would like to add deaccessioning of non‐Jack items to next month’s agenda.
—James Papp, President, Jack House Docents
FRIENDS OF THE JACK HOUSE REPORT, 10 AUGUST 2016
• Art after Dark for Fourth of July weekend included an ice cream social in the garden, with
croquet games on the lawn, and three sing‐along mini‐concerts and ‐talks by Donn Clarius
focusing on patriotic music.
• August 5 Art after Dark opened The Cowboy Photography of Richard Field Levine, including
30 prints by Levine, newly unearthed photographs of the Rancho Cholame from the Jack
House Collection, and prints from pioneer cowboy photographers for context. Photographs
are displayed in every room of the house except the study, using either extant nails or the
picture rail. Levine attended the show opening, and docent Wendy Stockton and her
husband Tom (AKA The Wavebreakers) played a fantastic concert from 6:30 to nearly 8,
filling the house with traditional and modern folk music.
• Historic Sports continues to have low attendance but to be greatly enjoyed by those who
do attend. One problem has been high attendance of the Jack House, forcing the games
hosts to help out inside. One unexpected benefit is raised attendance at the Jack House
when we meet at the Dallidet and send its visitors over to 536 Marsh.
Collaborations
James Papp met with San Luis Obispo Downtown Association executive director Dominic
Tartaglia to discuss ways to increase community use of the Jack Garden. Dominic suggested
a Neighborhood Assessment as a tool for improvements rather than imposing solutions
from above and will work with James further in August to help develop an assessment tool.
—James Papp, President, Friends of the Jack House
Agenda Packet Pg. 9
Agenda Packet Pg. 10
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
$ - $ 2,597.82
JH Fund-625 (Construction and
Operating Materials) $ - (1,422.41)
BUDGET BALANCE TO-DATE REMAINING
Total Expenditures
(through June 1 - 30, 2016)City Fund-100 $ 10,500 $ (10,218.81)281.19$
1,175.41$
Parks & Recreation Promotions Account Summary
2015-16 YEAR END
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 - 30, 2016)
Jack House Revenues (Fund 625)
Agenda Packet Pg. 11
JACK HOUSE Accounting
$ 1,860.23
$ -
$ -
$ -
$ 60.00
$ 60.00
$ -
$ -
$ 10.00
6/30 - JH Tours $ 85.00
$ -
HTJB book sales = 0 Sub-Total Sales Revenue: $ 95.00
625.58120 – JH Revenue (Tours)
$ 125.00
$ 100.00
6/9- Tours $ 160.00
6/8 - Cash Reciept interface $ 100.00
6/30 - June Rev Posting by Finance $ 97.59
$ 582.59
$ 737.59
Sub-Total: $ -
$ 7.04
$ 7.04
$ 7.04
No Activity
$ 2,597.82
Jack House Fund EXPENDITURES
625.58100 – Food Sales Non-Taxable
Sub-Total Non-Taxable Revenue:
No Activity
625.58110 – Merchandise Sales Taxable (Gift Shop)
$ 1,415.37
Expenditures (through June 1 - 30, 2016)
Ending Revenue Balance (June 30, 2016)
(Includes Accrued Interest. Does not include Petty Cash)
625.47010 – Other Contributions (Donations)
625.42760 – Interest on Investments
Beginning Balance (as of May 31, 2016)
Jack House Fund REVENUES
Fund 625
Revenue (through June 31, 2016)
Sub-Total Interest Earned:
Ending Expenditure Balance (June 30, 2016)
(Matching Finance Plus)
TOTAL JACK HOUSE FUND EXPENDITURES
Expenditures as of May 31, 2016
(Matching Finance Plus)
6/21- Cash Receipts interface
89140.7789 Cost of Materials for Resale
No Activity
Board of Equalization
Account 625-89140
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
Sub-Total:
89140.7227 Contract Services
$ 1,422.41
Agenda Packet Pg. 12
JACK HOUSE Accounting
60280.7244 Promotions
$ 49.08
$ 48.29
$ 48.60
$ 235.55
$ 16.00
$ 397.52
$ 281.19
6/30 - Petty Cash JH Mailing/Storage-Papp
Ending Balance Remaining (June 30, 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
Total Expenditures:
Expenditures (Post Dates through April 31, 2016)
Jack House Promotions City General Funds - EXPENDITURES
Board of Equalization - sales tax
Credit Card - purchase of chairs
Agenda Packet Pg. 13
2016-17 Fiscal Year
Reporting Date:9/14/16
Accounting Periods:1 & 2
July & August 2016
Verified By:Dave Setterlund, Community Services Supervisor
Melissa Mudgett, Recreation Manager
14,262.69$
Acct 625-3901
BUDGET BALANCE TO-DATE REMAINING
Jack House Revenues (Fund 625) $ - $ 717.60
Jack House Expenditures (Fund 625)
for Construction and Operating
Materials
$ - 0.00
BUDGET BALANCE TO-DATE REMAINING
Total Expenditures
(through August 30, 2016)
City Fund-100 Parks & Recreation (to
be used for JH Promotions) $ 10,500 $ (250.00)10,250.00$
JACK HOUSE Accounting
Monthly Account Reporting of Revenues and Expenditures
JACK HOUSE FUND BALANCE
Jack House Account Summary
REVENUES (From July 1, 2016 - June 30, 2017)
(Note: Dates are when posted by Finance Dept., not dates of transaction)
EXPENDITURES (From July 1, 2016 - June 30, 2017)
717.60$
Parks & Recreation Promotions Account Summary
2016-17
(through to August 30, 2016)
ACCOUNT SUMMARY
Agenda Packet Pg. 14
JACK HOUSE Accounting
$ -
$ -
$ - $ -
$ - Sub-Total: $ -
$ 120.00 $ -
$ -
$ 120.00 $ -
$ -
$ -
$ -
$ -
Sub-Total Sales Revenue: $ -
625.58120 – JH Revenue (Tours)
$ 400.00
$ 100.00
$ 97.60
$ -
$ 597.60
$ 717.60
$ -
Jack House Account - FULL DETAIL
89140.7789 Cost of Materials for Resale
No Activity
Sub-Total:
TOTAL JACK HOUSE FUND EXPENDITURES
Ending Expenditure Balance (August 30, 2016)
(Matching Finance Plus)
7/29/2016 - July Donations
Sub-Total Tours Revenue:
Sub-Total Donations:
7/29/2016 - JH Tours
8/9/2016 - Cash Receipts interface
8/8/2016 - Cash Receipts interface
625.47010 – Other Contributions (Donations)
625.42760 – Interest on Investments
Beginning Balance (as of July 1, 2016)
Jack House Fund REVENUES (IN)
Fund 625
Revenues Collected from July 1, 2016 through June 30, 2017
Sub-Total Interest Earned:
$ 717.60
625.58100 – Food Sales Non-Taxable
Sub-Total Non-Taxable Revenue:
No Activity
625.58110 – Merchandise Sales Taxable (Gift Shop)
Ending Revenue Balance (August 30, 2016)
(Includes Accrued Interest. Does not include Petty Cash)
No Activity
TOTAL JACK HOUSE FUND REVENUE
No Activity
Jack House Fund EXPENDITURES (OUT)
Account 625-89140
Expenditures as of July 1, 2016 $ -
Expenditures (through July 1, 2016 - June 30, 2017)
89140.7227 Contract Services
No Activity
Agenda Packet Pg. 15
JACK HOUSE Accounting
60280.7244 Promotions
$ 250.00
$ -
$ -
$ -
$ -
$ 250.00
$ 10,250.00
Parks & Recreation Promotions Account - FULL DETAIL
Total Expenditures:
Expenditures (from July 1, 2016 through June 30, 2017)
Jack House Promotions City General Funds - EXPENDITURES
Balance Remaining (August 30, 2016)
(Matching Finance Plus System)
Account 100.60280.7244
$ 10,500.00 Beginning balance as of July 1, 2016
(Matching Finance Plus System)
8/26/16 - Bryan Graef
Agenda Packet Pg. 16