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HomeMy WebLinkAbout11-16-2016 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee SPECIAL MEETING Wednesday, November 16, 2016 at 4:00 PM Ludwick Community Center Meeting Room A, 864 Santa Rosa 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 October 12, 2016 and Consideration of Amended Minutes of Regular Meeting on August 10, 2016 (Settle) – 5 minutes 2. Consideration of October financials 2016 Financial Reports (Settle) – 5 minutes 3. Approve the Cancellation of the December 14, 2016 Regular Meeting of the Jack House Committee (Settle) – 5 minutes 4. Approval to Waive Fees for the December 18, 2016 Special Tour (Papp) – 10 minutes 5. Discussion of 2017-19 Jack House Committee Advisory Body Goals (Settle) – 35 minutes Adjourn to the Annual Docent Appreciation Dinner at the Ludwick Community Center (864 Santa Rosa Street, San Luis Obispo) at 5:30 PM. Next Regular Meeting held on January 11, 2017 at 5:30 PM, Parks and Recreation Department (1341 Nipomo Street, San Luis Obispo, CA 93401). 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 Minutes JACK HOUSE COMMITTEE Wednesday, August 10, 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 10, 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 1. Consideration of Minutes ACTION: 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 June 8, 2016. Amendments: Pg. 1-4: under 10A need to spell Lesley Santos Dierks name correctly and insert “of” after Lesly’s name Pg. 1-1: Capitalize History Center 2. Consideration of Financial Reports ACTION: 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 September 14, 2016. Minutes – Jack House Committee of August 10, 2016 Page 2 BUSINESS ITEM 3. Consideration of Interior Decorative Plan as Provided by Suzanne Watkins Vice Chair Kincaid: 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 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 persons. 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 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 the Jack House isn’t the only solution. Members discussed storage possibilities. Member Crotser: Stated that storage will be only for non-essential items. 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. Liaison Setterlund: Stated that he would look into the possibility of City paying for shed. Public Comments: Minutes – Jack House Committee of August 10, 2016 Page 3 None ACTION: MOTION BY COMMITTEE MEMBER CROTSER, SECOND BY COMMITTEE MEMBER UPDEGROVE, to authorize Vice Chair Kincaid to research storage shed pricing. CARRIED 6-0 on the following roll call vote: (necessary?) AYES: MILLS, CROTSER, ULZ, UPDEGROVE, GORDON, KINCAID NOES: ABSTAIN: ABSENT: 6. Discussion of Jack House Rental Policy 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. Members discussed the issue and believe the issue needs to be agendized for next Jack House meeting. Public Comments: None Minutes – Jack House Committee of August 10, 2016 Page 4 7. Staff Report for Parks and Recreation Updates Liasson Setterlund reported on the following: 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 Member Papp gave a brief review of docent activities. Public Comments: None 9. Friends of the Jack House Update See above. Public Comments: None SUB-COMMITTEE REPORTS a. Strategic Planning (Crotser, Settle, Ulz) Nothing was reported. b. Carriage House Accessibility (Crotser, Papp) 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. Minutes – Jack House Committee of August 10, 2016 Page 5 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 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: 09/14/2016 AMENDED AND RE-APPROVED BY THE JACK HOUSE COMMITTEE ON 1 San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, October 12, 2016 CALL TO ORDER: Chair Kathi Settle ROLL CALL: Vice Chair Toni Kincaid, Commissioners Bob Gordon, Bryant Mills Exofficio Committee Member James Papp ABSENT: Commissioners Chuck Crotser, Eva Ulz, and Susan Updegrove STAFF: Dave Setterlund, Recreation Supervisor; Liz Jacobs, Recreation Specialist; Melissa Mudgett, Recreation Manager; Devin Hyfield, Recreation Supervisor Consent Agenda 1. Consideration of the Minutes of Regular Meeting on September 14, 2016 MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER GORDON, CARRIED 4-0 to approve the minutes of the Jack House Committee for the meeting of September 14, 2016 as amended. AYES: Settle, Kincaid, Gordon, Mills NOES: ABSTAIN: ABSENT: Crotser, Ulz, Updegrove 2. Consideration of September financials 2016 Financial Reports MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER GORDON, CARRIED 4-0 to approve the September 2016 financial reports as amended. AYES: Settle, Kincaid, Gordon, Mills NOES: ABSTAIN: ABSENT: Crotser, Ulz, Updegrove Public Hearings / Business Items 3. Discussion of Jack House Scheduling 2017-2018 PUBLIC COMMENT: None Jack House Committee MINUTES 2 Recreation Supervisor Devin Hyfield met with the Committee to reserve 2017-18 dates for the Jack House Committee and related events. He recommended the Committee reserve dates for the 2018 year at its April 2017 meeting. Recreation Manager Melissa Mudgett clarified that the Committee has the first right of refusal for date reservations. Committee Members decided to reserve the House and Gardens on Sundays from 8:00am – 4:00pm. September 3rd is the only date that has a standing conflict. Committee Members decided to reserve the House and Gardens Every first Friday for Art after Dark, as well as reserve Wednesday, June 29th and Friday, June 31st Committee Members decided to reserve Oct 21st, 22, 28th, 29th for Halloween Public Comments: None 4. Approval of November 16, 2016 Special Meeting for Docent Appreciation Committee Members were in agreement to move the November 9th meeting to November 16th at 4:00pm at the Ludwick Community Center Public Comments: None MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER GORDON, CARRIED 4-0 to approve the Special Meeting for Docent Appreciation on November 16, 2016 at the Ludwick Community Center. AYES: Settle, Kincaid, Gordon, Mills NOES: ABSTAIN: ABSENT: Crotser, Ulz, Updegrove 5. Discussion to develop deaccession of non-Jack items from the collection Member Papp provided the Committee with a list of items in the collection and items desired for deaccessioning. Member Kincaid suggested obtaining docent input on the value of items in the collection. Member Papp suggested developing a formal furnishing plan and taking a more thorough look at the collection items to do so. Items displayed in the house would be decided by the furnishing plan. Members Papp and Vice Chair Kincaid will work together to create a list of items recommended for deaccession. The newly suggested “Inventory Sub-Committee” will give monthly updates on items on their list of recommendations. This sub-committee will be added to the sub-committee reports. Public Comments: 3 None 6. Approval of Funding for the Assessment of Paper Ephemera Regarding the works on paper, Member Papp moved them to Ethel’s closet which is one of the only closets without a sprinkler. The goal was to remove them from their housing, inspect them, and address any other issues that arose. Some items remain in archival storage. The costs of the project as a whole remain highly variable. Member Papp recommended approving $1,800 of funding for the project. $200 has already been approved. There are 40-80 framed works on paper, including photographs, engravings, water colors, etc. Public Comments: None Committee Comments followed. Regarding the carriage house, Member Kincaid found an already assembled storage shed sold at Home Depot that would be a complementary addition to the property and buggy shed. The 8’x10’ storage shed is $1,700. Recreation Supervisor Setterlund said that this purchase would require approval of Parks Maintenance. This discussion could continue with the November goal setting discussions. MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER MILLS, CARRIED 4-0 to approve $1,800 of funding for the inspection and maintenance of the works on paper. AYES: Settle, Kincaid, Gordon, Mills NOES: ABSTAIN: ABSENT: Crotser, Ulz, Updegrove 7. Staff Report for Parks and Recreation Updates (Setterlund) – 2 minutes Recreation Supervisor Setterlund discussed the following: • Boo Bash on October 28th- All tricks no treats • Teacher workdays for youth services start next week due to minimum days at school • Flag football program starts soon • The senior center is going to the golf course tomorrow • The “M trail” is being restored on Cerro San Luis • The Parks tour is this Friday 8. Introduction of 2017-19 Advisory Body Goal Setting Process 4 The memorandum was included in the Agenda Packet and details were not discussed in the regular meeting. 9. Jack House Docent Activities The report was not attached to the packet. The report will be included in the November Agenda packet. 10. Friends of the Jack House Updates Included in Agenda Item No. 9. 11. Sub-Committee Reports (Settle) – 20 minutes • Strategic Planning (Crotser, Settle, Ulz) • No new report • Carriage House Accessibility (Crotser, Papp) • No new report • Collections, Use & Handling Policy (Settle, Ulz, Darnell, Sorvetti) • No new report 12. Member Comments/Communications/Reports Member Kincaid commented on Agenda time-limits not being adhered to. She suggested having only one or two agenda items each month. Member Mills said he is a member of the sons of the golden west and one of the other members knew Howard Jack. He will invite him to the next meeting to speak. Member Settle said she would be attending the Monthly Mayor’s Meeting and she shared a photo of the grafted tree and questioned the process of planting a tree on the property. Chair Settle asked agendize Suzanne Watkins’ report. Meeting adjourned at 7:20pm to Next Scheduled Special Meeting on November 16, 2016 at 4:00PM at the Ludwick Community Center (864 Santa Rosa Street, SLO), dismissal at 5:00PM for the annual Docent Appreciation Dinner to follow. 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 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. 2016-17 Fiscal Year Reporting Date:11/5/16 Accounting Periods:4 OCTOBER 2016 Verified By:Dave Setterlund, Community Services Supervisor Melissa C. Mudgett, Recreation Manager 14,262.69$ Acct 625-3901 BUDGET REVENUES COLLECTED TO- DATE REVENUES AVAILABLE Jack House Revenues (Fund 625) $ - $ 1,583.41 Jack House Expenditures (Fund 625) for Construction and Operating Materials $ - 0.00 BUDGET EXPENSES TO- DATE AVAILABLE BUDGET REMAINING Total Expenditures (through October 31, 2016) City Fund-100 Parks & Recreation (to be used for JH Promotions) $ 10,500 $ 552.00 9,948.00$ 2016-17 (through to October 31, 2016) ACCOUNT SUMMARY 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) 1,583.41$ Parks & Recreation Promotions Account Summary JACK HOUSE Accounting $ 1,583.41 $ - $ - $ - $ - Sub-Total: $ - $ 120.00 $ - $ 20.00 50.00$ $ 190.00 $ - $ - $ - $ 60.00 $ - Sub-Total Sales Revenue: $ 60.00 625.58120 – JH Revenue (Tours) $ 400.00 $ 100.00 $ 97.60 $ 100.00 $ 100.00 $ 95.81 $ 75.00 $ 365.00 $ 1,333.41 $ 1,583.41 $ - No Activity7/29/16 - July Donation Jar 10/4/16 - Donation for Jack House 10/28/16 - Deposit No Activity Jack House Fund EXPENDITURES (OUT) Account 625-89140 BALANCE $ - Expenditures (through July 1, 2016 - June 30, 2017) 89140.7227 Contract Services No Activity 9/19/16 - Cash Receipts Deposit 7/29/16 - Jack House Tours 8/8/16 - Cash Receipts Deposit 8/9/16 - Cash Receipts Deposit 625.58110 – Merchandise Sales Taxable (Gift Shop) Ending Revenue Balance (October 31, 2016) (Includes Accrued Interest. Does not include Petty Cash) 10/28/16- Cash Reciepts Deposit TOTAL JACK HOUSE FUND REVENUE 10/4/16 - Jack House Tours 10/28/16 - Cash Receipts Deposit 625.47010 – Other Contributions (Donations) 625.42760 – Interest on Investments BALANCE Jack House Fund REVENUES (IN) Fund 625 Revenues Collected from July 1, 2016 through June 30, 2017 Jack House Account - FULL DETAIL 89140.7789 Cost of Materials for Resale TOTAL JACK HOUSE FUND EXPENDITURES Ending Expenditure Balance (October 31, 2016) (Matching Finance Plus) Sub-Total Tours Revenue: Sub-Total Donations: 8/24/16 - Cash Receipts Deposit 10/4/16 - Cash Receipts Deposit Sub-Total Interest Earned: $ 1,583.41 625.58100 – Food Sales Non-Taxable Sub-Total Non-Taxable Revenue: No Activity JACK HOUSE Accounting STARTING BALANCE $ 10,500.00 REMAINING BALANCE $ 9,948.00 60280.7244 Promotions $ 250.00 $ 280.00 $ 22.00 $ - $ - $ 552.00 (as of October 31, 2016) $ 552.00 Jack House Promotions City General Funds - EXPENDITURES TOTAL EXPENDED TO-DATE Account 100.60280.7244 8/26/16 - Bryan Graef 10/28/2016 - CA State Board of Equalizer Total Expenditures: Expenditures (from July 1, 2016 through June 30, 2017) 10/14/2016 - Us Bank Credit Card (Hobo) Parks & Recreation Promotions Account - FULL DETAIL 1341 Nipomo Street San Luis Obispo, CA 93401 805/781-7300 Parks and Recreation Department Memorandum DATE: October 5, 2016 TO: Jack House Committee FROM: Melissa Mudgett, Parks & Recreation Dept. Manager SUBJECT: JHC Input into Council Goal-Setting and the Financial Plan / Budget Process Background Information Every two years the City adopts a budget and financial plan. To prepare for the budget process, all City departments and advisory bodies are asked to provide input to Council on major city goals for the next two years. The City Council then uses this information, along with public comment and other input, to set community priorities and allocate resources to accomplish the most important City goals. Why involve advisory bodies in the goal-setting process? Advisory body members provide important input because they are recognized as representatives of the community, committed to the long-term best interests of the City. And they are close to the “pulse” of the community in terms of their specific area of interest. Other key points as we embark on this goal setting process are: 1. The Council is seeking advisory body input focused on the purview area of the advisory body. 2. Advisory body input is highly valued by the Council and the staff. 3. Goals can include completing projects from a previous work program. 4. Identifying priorities implies recommending fewer rather than more goals to the Council. The Jack House Committee should recommend only those activities that can reasonably be accomplished in the two-year budget period. At the September 10, 2014 JHC meeting you will be expected to provide input on the Council Goal-Setting process. The Process At the next JHC meeting on November 9, 2016, staff will introduce the budget process and advisory bodies’ role in it. The Committee should then begin reviewing its past 2017-19 goals and make recommendations for any changes or revisions. During past goal-setting sessions, JHC has generally followed the steps below. Jack House Committee Goal Setting Recommendation Page 2 Goal-setting steps: 1. Review and understand goal-setting and City Financial Plan/Budget Process 2. Evaluate previous goal input. Determine which goals are no longer needed or require updating or modification. 3. Determine which goals should be carried forward; 4. Identify new goals for possible inclusion; 5. Prioritize the goals based on the JHC’s priorities along with the community needs and input; and 6. Identify activities which may require additional resources to accomplish. This may include references to possible community partnerships or outside funding sources. The Committee will establish goals for the next two years (2017-19) and should discuss how these goals relate to important Council goals and at the same time, consider the fiscal context for the goal setting process, including resources needed to accomplish the task. Previous Financial Plan (2015-17) JHC Advisory Body Goals The Jack House Committee (JHC) assists the Council and Parks and Recreation Department in the administration and restoration of the historic Jack Residence at 536 Marsh Street. The Committee makes recommendations for basic rules and regulations that will allow for the greatest possible public use and enjoyment of the house and grounds, while protecting and preserving the history and integrity of this cultural and recreational facility. For the 2015-17 Financial Plan, the JHC recommended goals that would preserve and protect the integrity of the Jack House, its collections and the historic Gardens. These goals were as follows: Leisure, Cultural and Social Services Although there are many worthwhile needs, given the fiscal constraints of the budget the Committee encourages the City to focus on maintaining its current infrastructure and historical assets which can be support through the maintenance and capital projects as recommended below. 2015-17 Jack House Committee Goals 1. Window Restoration and Residential Elevator Lift Removal: For over 39 years it has been a goal of those associated with the Jack House to restore the Bay Window on the south side of the house to its original charm and Jack House Committee Goal Setting Recommendation Page 3 elegance. The Bay Window used to serve the first floor dining room and the second floor master bedroom. The Bay Window was removed and replaced with an exterior elevator shaft to serve the resident at the time. Removing the residential elevator list and restoring the windows would restore its elegance as well as the missing south light quality to the dining room and master bedroom. The Jack House Committee (JHC) Advisory Body has worked closely with the Paragon architectural firm, which has completed the construction documents and cost estimates for this restoration. The JHC Advisory Body used its own recourses for completion of this phase of the work. It is anticipated that funding for this project would be a combination of JHC Advisory Body funds, Kathleen Kaetzel’s endowment to the Jack House Foundation and the remaining funding from the City general fund. 2. New Outdoor Storage Facility: The Jack House Docents, Parks and Recreation Staff and Public Works personnel who tend to the Jack House and Gardens have a need for a common storage facility. At present part of the Buggy Shed, the Jack House Basement and various closets are used in a make shift manner. A common storage facility would solve this problem and free up the Buggy Shed for future public uses and historical displays. The JHC Advisory Body recommends a site located adjacent to the Buggy Shed where the driveway dead ends. 3. Buggy Shed makeover and updating for public use: The Buggy Shed continues to be an integral part of the Jack House and Gardens. The seismic upgrade is complete and the volunteers have done an ample amount of work to prepare the space for future public use. However the planning of future use for small gatherings and the historical display of artifacts cannot be proceed until a new storage facility is completed on site to accommodate items stored in the Buggy Shed. 4. Marsh Street Cross Walk: The JHC Advisory Body recommends a cross walk be established between the Manse housing project the bank and the Jack House. It is long overdue and has become a dangerous crossing for pedestrians. This cross walk could also serve a future trolley stop. A member of the Committee has been invited to serve on workshops, meetings and other efforts in the Pedestrian Plan development for the City. 5. Installation and Design of Original Cistern Pump: The original cistern reservoir still exists under the rear patio at the back of the House. Its location and image can be discerned by the design of the paving pattern. However, the final design remains unfinished. To complete the final design the cistern pump, which is in storage, needs to be remounted in the original location in a similar manner and design as it formerly was. 6. Digital Collections Catalog: The Jack House collection inventory - the responsibility of maintaining an inventory of the collection is outlined in the Grant Deed - exists currently as Jack House Committee Goal Setting Recommendation Page 4 handwritten inventory sheets. For improved access and security of collections data, the inventory sheets will be transcribed and entered into a digital database program. The inventory will simultaneously be updated and expanded to include history, condition, and legal status for each object. Objects will be linked to their data records with improved labeling. This effort comes in conjunction with the creation of a Collections Management Policy which is now being written. 1. Gazebo restoration: The Gazebo is an important landmark element in the Jack House Gardens, but has been classified as being in questionable condition by the Department of Public Works. Parks and Recreation is working in conjunction with Public Works to submit a CIP for Gazebo Restoration in the upcoming fiscal cycle. 2. Bay Window restoration and elevator shaft removal: The bay window on the south side of the house used to serve the first floor dining room and the second floor master bedroom. The bay window was removed and replaced with an exterior elevator shaft to serve the resident at the time. Removing the elevator shaft and restoring the bay window would restore the south side of the house to its original charm and grace. It would also restore the missing south light quality to the dining room and master bedroom. Hopefully some of the funding of this restoration could be provided for through the recent trust endowment for Jack House restoration projects. 3. Annual outdoor maintenance: To passer-byers and visitors alike, the house appears dirty and dingy on the outside. The Committee would like to see that it receive an annual cleaning of dirt and debris, including the fence that lines Marsh Street before wedding season begins in April. In addition to the annual clean, the house should be painted on an 8-year cycle, as recommended by Public Works. 4. Buggy Shed makeover and updating for public use: The Buggy Shed is an integral part of the Jack House Gardens. Several years ago it had a seismic structural upgrade which made it safe for public use. With minimal funding and anticipated volunteer work the front half of the facility can be open to the public as a display space for historic artifacts and/or a small meeting facility. The back half of the facility will remain a storage space for tables and chairs used in the Gardens. What’s Next? On November 9, 2014 JHC will discuss, revise and approve goal input to Council. If Committee members need additional time to complete this task beyond the time allotted at the November 9th meeting, a sub-committee may be convened to complete a draft of goal input prior to the December 14th JHC meeting. The subcommittee would then present their work at the December 14th, 2014 meeting to the full committee for approval. Advisory body goals are due to the City’s Finance Department by December 19, 2016. Jack House Committee Goal Setting Recommendation Page 5 Since the time frame for the goal setting process is so short, I am asking that you please review the prior goals and come to the November 9th meeting prepared and ready to provide goal-setting input. ADVISORY BODIES, GOAL-SETTING & THE BUDGET PROCESS PURPOSE OF THE CITY’S BUDGET The City has adopted a number of long term goals and plans – General Plan, Water and Sewer Master Plans, Source Reduction, Recycling & Hazardous Materials Plans, Pavement Management Plan, Short Range Transit Plan, Downtown Access and Parking Plan, Waterways Management Plan, Neighborhood Traffic Management Program, Bicycle Plan, Public Art Policy, Conceptual Physical Plan for the City’s Center and Facilities Master Plan. The Financial Plan is the key tool for programming implementation of these goals, plans and policies by allocating the resources necessary to do so. This requires a budget process that:  Clearly sets major City goals and other important objectives.  Establishes reasonable timeframes and organizational responsibility for achieving them.  Allocates resources for programs and projects. FINANCIAL PLAN FEATURES  Goal-Driven  Policy-Based  Multi-Year  Automated, Rigorous, Technically Sound COUNCIL GOAL-SETTING First Step in the Budget Process. Linking goals with resources requires a budget process that identifies key objectives at the very beginning of the process. Setting goals and priorities should drive the budget process, not follow it. PROCESS FOR 2015-17 Setting the Stage: November 13, 2014. Council Workshop to Review the status of the General Plan programs, current Major City Goals, long-term Capital Improvement Plan, current CIP projects, and the City’s general fiscal condition and outlook. Budget Foundation: December 16, 2014. Finalize plans for the goal-setting process and the Community Forum, review fiscal policies, review financial results for 2013-14 and general fiscal outlook, including General Fund Five-Year Fiscal Forecast. Community Forum: January 13, 2015 Consider candidate goals from Council advisory bodies, community groups and interested individuals. Council Goal-Setting Workshop: January 24, 2015. Discuss candidate goals presented at January 13 workshop; discuss Council member goals; and prioritize and set major City goals for 2015-17. Major City Goal Work Programs: April 14, 2015. Conceptually approve detailed work programs for major City goals and set strategic budget direction for 2015-17. ADVISORY BODY ROLE By providing the Council with their goal recommendations, advisory bodies play a very important part in this process. For example, virtually all of the advisory body recommendations received as part of this process two years ago were included in some way in the 2013-15 Financial Plan. Council goals, by their nature, tend to be broader in scope than those developed by advisory bodies. In your recommendations to the Council, please consider what you believe would be appropriate City goals, both from the perspective of your advisory body’s purpose, as well as any perceived community-wide concerns and needs. Council advisory body goals are due on November 18, 2014. Advisory bodies will receive a consolidated listing of all recommended advisory body goals on November 21, 2014. This provides advisory bodies with an opportunity to review what other advisory bodies see as high community priorities; and while not required, it is also an opportunity to revise goals in light of these if they want to do so. Changes in goals, if any, are due on December 15, 2014. The Council will receive the final report with all advisory body recommendations before they begin the goal-setting process in January 2009. 1 JACK HOUSE DOCENTS REPORT, 12 OCTOBER 2016 August and September Visitor Numbers A light August of 92 visitors, 72 of them for Art after Dark, was followed by 190 visitors in September, plus an audience of 20 at an off- site talk at the Villages retirement home. Two closed Sundays were balanced by record Art after Dark attendance (78), one wedding tour, a group tour for the Villages, the volunteer appreciation dinner, and the introduction of midweek garden tours. Docents Graduate from History Center Museums Institute Docent vice-president Marilyn Darnell and president James Papp received their Museum Studies Certificates in a ceremony at the Dallidet Adobe on September 16. The certificate required taking three core classes on museum administration, education, and collections management and six electives on subjects ranging from textile identification and conservation to cultural landscapes, exhibitions, and mannequin dressing. Kudos go to History Center director and curator Eva Ulz for founding the institute in 2014 to provide professional training to the county’s history volunteers. Parks and Recreation Volunteer Appreciation Dinner On a delightful, blustery September 22 evening, the annual dinner took place in the Jack Garden, and forty people toured the house. This was a great opportunity to recruit docents, and it also marked the debut of our four-page self-guided house and garden tour pamphlet. With a thousand words and three photographs, the pamphlet can be made available in a plexi box when the house is closed. The Jack House docents want to express their thanks to Dave Setterlund for his initiative in moving the annual event out of the Ludwick Center in order to highlight one of the department’s finest resources. We look forward to a variety of venues in the future. California Heritage Protection Project On September 30, docent president James Papp represented the Jack House at the county’s first stakeholders’ meeting for a pilot program of disaster preparedness for California’s cultural and historic resource organizations (CHROs). Attendees represented the county clerk recorder, city/county library, county archaeological society, Cal Poly’s Kennedy Library, Hearst Castle, DANA Cultural Center, Templeton Historical Society, Paso Robles Pioneer Museum, SLO Railroad Museum, History Center, and CalOES to hear presentations from California Preservation Program (CPP) Co-coordinator Julie Page and County Emergency Services Manager Ron Alsop. The History Center will host two day-long workshops in 2017 on protecting cultural collections, risk assessment, testing disaster response plans, and developing countywide assistance teams of CHROs. Thanks to CPP steering committee–member Eva Ulz for attracting the six-county pilot program to San Luis Obispo. HOBOs Humidity monitoring has been installed in the library, dining room, and upstairs hallway. —Submitted by James Papp, President, Jack House Docents FRIENDS OF THE JACK HOUSE REPORT, 12 OCTOBER 2016 Central Coast Railroad Festival The Jack House inaugurated its first Art after Dark last year as part of a series of collaborations with October’s Central Coast Railroad Festival. This year, the Jack House presented three railroad song singalong concerts led by Donn 2 Clarius on the Jack Steinway, a reprise of last year’s exhibition Dreamlines: The Unbuilt Railroads of the Central Coast, and a new exhibition on The Brief Life and Early Death of the SLO Street Railway, which was owned by R. E. Jack. —Submitted by James Papp, President, Friends of the Jack House JACK HOUSE DOCENTS REPORT, 16 NOVEMBER 2016 Halloween In an effort to make Halloween programming more • protective of the Jack House interior collection • educational of and authentic to historical context • attractive to an audience of older children and adults able to appreciate the house • accommodating to ordinary visitors to the house not interested in Halloween the Jack House docents, at their September meeting, decided on a new approach to Halloween, comprising an evening program of ghost stories for adults on Saturday, October 29 and an outdoor Victorian Halloween festival for children on the 30th, with the house in Victorian mourning rather than modern decorations. In the absence of anyone willing to organize the festival, however, the docent president supplemented the evening ghost story program with the following schedule in the Jack House parlor October 22, 7 pm: The Wickedest Little Girl in the History of America, a talk on the role of Ann Putnam, Jr. in the Salem witch trials October 23, 1, 2, and 3 pm: Short program witch stories of Salem October 29, 7 pm: True Ghost Stories from Augustus Hare, a performance of ghost stories collected and performed in the Victorian era by the travel writer Augustus Hare October 30, 1, 2, and 3 pm: Short program ghost stories For October 29 and 30, Victorian mourning decorations were added Though they achieved their goals of education, authenticity, access to regular visitors, and protection of the collection, the programs’ combined audiences for these events and regular opening hours was only 51, compared to 149 for last year’s Jack House Halloween, and only 3 of the 51 attendees were children (ages 8 to tween). From visitor sampling, costly advertising appeared to have a marginal effect on attendance. Press Coverage One result of the Halloween program was a full-page spread on the evening ghost story performance in the November 3 New Times by arts editor Ryah Cooley. This is the fifth major article on the Jack House this year, including pieces in the Tribune on the elevator shaft removal and window restoration, Art We Eat On exhibition, and 1880s Jack Garden photograph discovery and in SLO City News on The Art We Eat On. The press has been attracted by our work with the collection (interior and exterior), changing exhibitions, and use of the Jack House as a live performance venue: in other words, news. Through sampling of visitors, we have been able to draw a director correlation between press coverage and higher visitation. 3 October and November Visitor Numbers The Jack House welcomed 162 visitors in October and the first weekend in November. Year to date attendance is 1,603. We reached an additional audience of 25 with a talk at Las Brisas Retirement Community on our San Luis Obispo Street Railway exhibition. Year to date off-site audience has broken 250. Jack House Docent Appreciation Dinner Our speaker will be Jean Martin, neighbor of the Jack House for eighty-one years and owner of the Robert Pollard House, which predates the Jack House by two years. The Pollard and Jack Houses are the second and third oldest documented domestic wooden structures in San Luis Obispo, after the nearby Norcross House on Higuera Street. Jean is the driving force behind the creation of a West End Historic District for the neighborhood bounded by Higuera, Marsh, Nipomo, and Carmel Streets. Jean will give her memories of life in this neighborhood during the thirties, forties, and fifties, when the second and third generations of Jacks were living at the Jack House. Christmas In their September meeting, docents decided to focus Jack House Christmas presentation on the local history of how Christmas was celebrated in the nineteenth century in California and San Luis Obispo in particular. Photographs from the History Center as well as other sources, in addition to written accounts, will inform display and interpretation. Both Wendy Stockton and Donn Clarius have offered to do Christmas concerts in the parlor. The quarterly mixer of San Luis Obispo County’s History Network will take place at the Jack House Friday, December 16, joined by the countywide docent group. Joe Morris will be bringing his December 18 Christmas walking tour to the Jack House for a view of the interior. Thanks to History Center curator and Jack House Committee member Eva Ulz for making this connection. Collaboration with Joe Morris Docent president James Papp is working with walking tour leader Joe Morris on the latter’s development of a tree tour in San Luis Obispo, including the historic trees of the Jack Garden. Shutters James Papp distributed by email a report to the Jack House Committee with all the photographic and other documentary information we have on the Jack House windows, confirming that interior louvered shutters were in use from 1878 through 1913, supplemented by plain gauze curtains. There is neither documentary evidence nor documentary counter-evidence for other window treatments. Further research has pinpointed depressions where interior shutter hinges once were attached to the Jack House window frames. Further research on contemporary treatment of windows with shutters, in interior photographs by Eadweard Muybridge of the Leland Stanford House in Sacramento, confirms information from the William Letts Oliver photographs of three varieties: no curtains, gauze of lace curtains, and nonfunctioning decorative surrounds. —Submitted by James Papp, President, Jack House Docents 4 FRIENDS OF THE JACK HOUSE REPORT, 16 NOVEMBER 2016 October Art after Dark and the Central Coast Railroad Festival Both the Friends of the Jack House and the Jack House Docents reduced their CCRRF programming this year from last year, when the Friends hosted a symposium and poetry reading, organized a bike ride along the Pacific Coast Railway route, and contributed an exhibition on R. E. Jack’s unbuilt railroads, while docents gave two talks on R. E. Jack and the Southern Pacific. This year Donn Clarius gave railroad song sing-along mini-concerts and the Friends mounted the exhibition The Brief Life and Early Death of the San Luis Obispo Street Railway. Numbers were below average for Art after Dark: 46 on Friday evening, a further 10 visitors Sunday), possibly suggesting that Art after Dark audiences are attracted by visual art exhibitions rather than history exhibitions or sit-down events. November Art after Dark Friends premiered the exhibition The Permanent Revolution of the Nineteenth-Century Landscape, contextualizing works in the Jack House Collection by Jules Tavernier and George Clare with loan works from Edward Lear, Charles Jacques, and others. Works on display represent the movements of Romanticism, realism, the Picturesque; the Barbizon, Bristol, and Volcano Schools; Impressionism; Tonalism; and Post-Impressionism. The opening drew a disappointing 41 for Art after Dark, but, as with The Art We Eat On, we expect press coverage and attendance to grow. There is no December Art after Dark. Numbers for the program in 2016 have topped out at exactly 600, an average of 60 for our ten programs. The effect of having changing programs and more Web presence and word of mouth, however, has presumably affected rising Sunday attendance. —Submitted by James Papp, President, Friends of the Jack House