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Home My WebLink About02-08-2017 JHC Agenda PktCity of San Luis Obispo, Agenda, Jack House Committee 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 Thursday, February 8, 2017 5:30 p.m. REGULAR MEETING PARKS & RECREATION 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 January 11, 2017 (Settle) – 5 minutes 2. Consideration of January 2017 Financial Reports (Settle) – 5 minutes 3. Review and Recommend Council Adoption of the Proposed Parks and Recreation Fees for the Jack House as part of the City Cost of Services Study (Mudgett) - 20 minutes 4. Update of Consideration of Blue Star Museum status for the Jack House (Mudgett) - 5 minutes 5. Staff Report for Parks and Recreation Updates (Setterlund) – 5 minutes 6. Friends of the Jack House Updates (Papp) – 10 minutes 7. Sub-Committee Reports (Settle) – 10 minutes a. Strategic Planning (Crotser, Settle, Ulz) b. Collections, Use & Handling Policy (Settle, Ulz, Darnell, Sorvetti) 8. Member Comments/Communications/Reports (Committee) – 5 minutes Adjourn to Next Regular Scheduled Meeting on March 8, 2017 at 5:30PM at the Parks and Recreation Department (1341 Nipomo Street, San Luis Obispo, CA). 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. 1 Regular Meeting- Parks and Recreation Office 1341 Nipomo Street, San Luis Obispo Wednesday, January 11, 2017 CALL TO ORDER: Vice Chair Toni Kincaid ROLL CALL: Commissioners Chuck Crotser, Bob Gordon, Bryant Mills, Eva Ulz and Susan Updegrove, Exofficio Committee Member James Papp TARDY: N/A ABSENT: Chair Kathi Settle, Committee Member Chuck Crotser STAFF: Melissa Mudgett, Recreation Manager; Dave Setterlund, Recreation Supervisor Guests: Marilyn Darnell, Katchy Andrews, Dennis Lynch Consent Agenda 1.Consideration of the Minutes of Regular Meeting on November 16, 2016 MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER UPDEGROVE, CARRIED 6-0 to approve the minutes of the Jack House Committee for the meeting of November 16, 2016 as amended. Amendments: none AYES: KINCAID, CROTSER, GORDON, MILLS, ULZ, UPDEGROVE NOES: ABSTAIN: ABSENT: 2.Consideration of November and December Financials 2016 Financial Reports MOTION BY COMMITTEE MEMBER UPDEGROVE, SECOND BY COMMITTEE MEMBER MILLS, CARRIED 6-0 to approve the November and December 2016 financial reports as amended. AYES: KINCAID, CROTSER, GORDON, MILLS, ULZ, UPDEGROVE NOES: ABSTAIN: ABSENT: PUBLIC COMMENT: None Jack House Committee DRAFT - MINUTES 1-1 2 Public Hearings / Business Items 3.Adoption of 2017-19 Advisory Body Goals (Mudgett) – 10 minutes Committee Members: Voiced their desire to amend the language to clarify that the Carriage House is one of the three oldest documented wooded structures in the City. Public Comments: None MOTION BY COMMITTEE MEMBER UPDEGROVE, SECOND BY COMMITTEE MEMBER ULZ, CARRIED 6-0 to approve the 2017-19 Body Advisory Goals as amended. AYES: KINCAID, CROTSER, GORDON, MILLS, ULZ, UPDEGROVE NOES: ABSTAIN: ABSENT: 4.Approval of Changes in Presentation of the Nanny’s Room to a Luggage Room (Darnell) – 20 Minutes Guest Darnell: Voiced desires for clarification as to what is required to have the trunk room demonstration (Evolution of Travel) moving forward. Proper protection of the room will ensure the integrity of the room. Member Ulz: Suggested the display should run for six months. This will mitigate problems from light exposure. Guest Darnell: suggested limiting foot traffic into the nanny’s room along during the exhibit. Committee Members discussed possible set-up of display. Guest Darnell: Expressed that April would be her preferred start to the exhibition. Public Comments: None MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER GORDON, CARRIED 6-0 to approve Marilyn Darnell’s exhibition in the Nanny/Luggage room from April to October 2017. AYES: KINCAID, CROTSER, GORDON, MILLS, ULZ, UPDEGROVE NOES: ABSTAIN: ABSENT: 1-2 3 5.Presentation of Blue Star Museum Program (Darnell) – 10 Minutes Guest Darnell: Introduced the Blue Star Museum Program. The Blue Star Museum Program allows Active Duty Military personnel along with 5 family members to have free access to museums. Member Gordon: Suggested this could be a possible tie in with the flower exhibit as well as the blue star mothers and Memorial Day. Staff Mudgett said she would research and return to the Committee with updates. Public Comments: None MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER GORDON, CARRIED 6-0, for the Parks and Recreation Department to pursue information about the Blue Star Museum Program for the Historic Jack House. AYES: KINCAID, CROTSER, GORDON, MILLS, ULZ, UPDEGROVE NOES: ABSTAIN: ABSENT: 6.Discussion of Dining Room and Master Bedroom Drapery (Kincaid) – 10 minutes Vice Chair Kincaid: Suggested using current drapery as a temporary stopgap. Guest Andrews: Voiced he has professional photos of the original drapery. Exofficio Member Papp: Strongly suggested that maintaining authenticity is paramount when renovating the home. Public Comments: None MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER UPDEGROVE, CARRIED 6-0 to accept Susan Watkins’ proposal to use existing material as a stopgap until the home undergoes a proper study. AYES: KINCAID, CROTSER, GORDON, MILLS, ULZ, UPDEGROVE NOES: ABSTAIN: ABSENT: 7.Staff Report for Parks and Recreation Updates (Setterlund) – 5 minutes January 13- Start of Teacher Workday Camp January 16- Parks and Recreation office is closed in observation of Martin Luther King Jr. Day January 21- Start of Saturday workdays with Rangers 1-3 4 8.Friends of the Jack House Updates (Papp) – 10 Minutes James Papp: Commented that he has doubled attendance and provide educational information for all guests. 9.Sub-Committee Reports (Settle) – 10 Minutes a.Strategic Planning (Crotser, Settle, Ulz) •Ulz: Commented that the Committee needs to complete tasks as assigned before strategic plan can be created •The Committee would like to schedule a special committee meeting to discuss Jack House mission statement, what parameters are to ask public and how to engage surrounding neighbors. This should take place on February 2nd. b.Collections, Use, & Handling Policy (Settle, Ulz, Darnell, Sorvetti) •Member Ulz: Proposed to change name of committee to collection committee. •Member Ulz: Declared the hobo reading shows moisture levels of House are in the range that produce mold. The committee needs to take action to ensure the house is properly cared for. •Member Ulz: Suggested agendizing the purchase of dehumidifiers. 10.Member Comments/Communications/Reports (Committee) – 5 minutes None Meeting adjourned at 7:27 pm to a Special Meeting on February 2nd at 5:30 pm at the Historic Jack House at 536 Marsh Street, San Luis Obispo, CA 93401. Next Regular Meeting of the Jack House Committee on February 8, 2017 at 5:30 pm, Parks and Recreation, 1341 Nipomo Street, San Luis Obispo, CA 93401 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. 1-4 2016-17 Fiscal Year Reporting Date:2/8/17 Accounting Periods:7 January 2017 Verified By:Dave Setterlund, Community Services Supervisor Melissa C. Mudgett, Recreation Manager 14,338.91$ Acct 625-3901 & 625-3032 BUDGET REVENUES COLLECTED TO- DATE REVENUES AVAILABLE Jack House Revenues (Fund 625) $ - $ 1,787.67 Jack House Expenditures (Fund 625) for Construction and Operating Materials $ - (975.89) BUDGET EXPENSES TO- DATE AVAILABLE BUDGET REMAINING Total Expenditures (through Jan. 31, 2016) City Fund-100 Parks & Recreation (to be used for JH Promotions) $ 10,500 $ 2,941.24 7,558.76$ 2016-17 (through to Jan. 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) 811.78$ Parks & Recreation Promotions Account Summary 2-1 JACK HOUSE Accounting $ - $ 4.26 $ 4.26 $ 550.00 $ 155.17 $ 120.00 $ 144.27 $ 20.00 $ 44.66 50.00$ $ 21.57 $ 100.00 $ 17.84 $ 100.00 $ 13.98 $ 390.00 $ 13.56 625.58100 – Food Sales Non-Taxable $ 10.74 No Activity Sub-Total: $ 971.79 $ - Sub-Total Non-Taxable Revenue: $ - $ 4.10 625.58110 – Merchandise Sales Taxable $ 4.10 $ 60.00 $ - $ 975.89 Sub-Total Sales Revenue: $ 60.00 $ 975.89 625.58120 – JH Revenue (Tours) $ 400.00 $ 100.00 $ 97.60 $ 100.00 $ 100.00 $ 95.81 $ 75.00 $ 365.00 $ 1,333.41 $ 1,787.67 12/16/16 - Credit Card Payment Sub-Total Interest Earned: 625.47010 – Other Contributions (Donations) 7/29/16 - July Donation Jar 10/4/16 - Jack House Donation 10/28/16 - Cash Reciept 12/21/16 - Stockton Family Donation 12/21/16 - Jack House Donation Sub-Total Donations: 12/16/16 - Credit Card Payment 12/16/16 - Credit Card Payment 12/16/16 - Credit Card Payment 12/16/16 - Credit Card Payment 12/16/16 - Credit Card Payment 1/27/17 - Ca State Board of Equalization Sub-Total 10/28/16 - Cash Reciept 7/29/16 - Jack House Tours 8/9/16 - Cash Receipts Ending Expenditure Balance (January 31, 2017) (Matching Finance Plus) 9/30/16 - Quarterly Distribution Jack House Fund EXPENDITURES (OUT) Account 625-89140 BEGINNING BALANCE $ - Expenditures (through July 1, 2016 - June 30, 2017) 89140.7227 Contract Services Jack House Account - FULL DETAIL 11/4/16 - SPOKES 12/16/16 - Credit Card Payment 12/16/16 - Credit Card Payment 10/4/16 - Cash Receipts 10/4/16 - Jack House Tours 10/28/16 - Cash Receipts 625.42760 – Interest on Investments BEGINNING BALANCE Jack House Fund REVENUES (IN) Fund 625 Revenues Collected from July 1, 2016 through June 30, 2017 89140.7789 Cost of Materials for Resale TOTAL JACK HOUSE FUND EXPENDITURES Sub-Total Tours Revenue: 8/24/16 - Cash Receipts $ 1,787.67 8/8/16 - Cash Receipts 9/19/16 - Cash Receipts Ending Revenue Balance (January 31, 2017) (Includes Accrued Interest. Does not include Petty Cash) TOTAL JACK HOUSE FUND REVENUE 2-2 JACK HOUSE Accounting STARTING BALANCE $ 10,500.00 REMAINING BALANCE (Available) $ 7,558.76 60280.7244 Promotions $ 250.00 $ 280.00 $ 22.00 $ 432.00 $ 100.00 $ 85.31 $ 70.15 $ 43.15 $ 25.66 $ 19.95 $ 987.20 $ 236.00 $ 236.00 $ 143.82 $ 10.00 $ 2,941.24 (as of October 31, 2016) $ 2,941.24 12/16/16 - Credit Card 1/20/17 - Credit Card (Protec) 12/16/16 - Credit Card 12/16/16 - Credit Card 12/16/16 - Credit Card 12/16/16 - Credit Card 12/16/16 - Credit Card Jack House Promotions City General Funds - EXPENDITURES Parks & Recreation Promotions Account - FULL DETAIL TOTAL EXPENDED TO-DATE Account 100.60280.7244 Total Expenditures: Expenditures (from July 1, 2016 through June 30, 2017) 8/26/16 - Bryan Graef 10/14/2016 - Us Bank Credit Card (Hobo) 10/28/2016 - CA State Board of Equalizer 12/16/16 - James Papp - Reimbursement (38 Reciepts in total) 12/16/16 - New Times Adv 1/27/17 - Ca State Board of Equalization 1/6/17 - New Times Adv 12/16/16 - Credit Card 2-3 City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number Jack House Committee Agenda Report SUBJECT: JACK HOUSE FEE STUDY SESSION Prepared by: Melissa C. Mudgett, Recreation Manager RECOMMENDATION Review the costs of Jack House user fees that is based on the draft citywide user fee analysis by consulting firm NBS and provide feedback on proposed adjustments to Jack House user fees to be considered by Council for the 2017-2019 Financial Plan. DISCUSSION Background Best practices and City fiscal policy calls for a comprehensive review of service costs every five years. Further, the ongoing review and updates to City service charges is completed on a regular basis to ensure that they keep pace with changes in the cost-of-living as well as changes in service delivery. State law provides that fees for services need to be roughly proportional to the actual costs for providing said services. Due to the Great Recession and other internal operational factors the City’s most recent comprehensive cost of services study was performed in 2006 and implemented in 2008. NBS Government Finance Group (NBS) has been retained by the City to conduct a cost of services study. Parks and Recreation user fees are guided by adopted policy, actual costs, and market comparisons. The City’s adopted Budget and Fiscal Policies (Section H-G of the 2015-17 Financial Plan, Attachment 1) provide specific policies about cost recovery goals. Highlights of the City’s Adopted Parks and Recreation Service Cost Recovery Goals 1.Adults. Cost recovery should be relatively high. 2.Youth and Seniors. Cost recovery should be relatively low. 3.Specific Activities have articulated cost recovery goals. Item #: 3 Date: February 8, 2017 3-1 Parks and Recreation Fee Study – Jack House Page 2 Recreation User Fees User fees are charges collected for a service provided or required due to the request or voluntary action of an individual/entity. Common types of fees charged by municipalities include development review; inspection, and approval (planning, engineering, and building); recreational classes and community sports programs; and public safety services. User fees may not exceed the estimated and reasonable costs incurred to provide the service for which the fee is charged. NBS, and Parks and Recreation have worked together to determine the costs of parks and recreation services that are eligible to be user fees. NBS, using time and workload information has provided the department with costs for service associated with staffing, operational and maintenance costs, and administrative and overhead costs. Parks and Recreation fees may be more discretionary in nature (since users are choosing to participate in these activities) than other City fees. Parks and Recreation Fee Analysis In reviewing the City’s rates of cost recovery for parks and recreation fees most were found to be in, or near, their adopted policy range. By policy, outdoor facility rentals should be high range cost recovery. The Jack House rental fee was considered by the Parks and Recreation Commission at its February 1, 2017 meeting as part of the all Parks and Recreation fees proposed in the Cost of Services Study. Jack House is an Outdoor Facility and should be High Cost Recovery Range.. The Jack House is designated in the high cost recovery range of 60-100%. Currently the Jack House facility cost recovery is far below this range, at 21%. The Jack House Committee has been desirous of setting the rental fee to be at the market rate and directly competitive with the Dallidet Adobe. The Jack House Committee is trying to balance the use with the historic nature and fragility of the house and gardens. The fee for 2017 and 2018 is proposed to be $3,400 for a full day wedding. For an event of less than 50 people at $50 an hour; for 50-100 people at $200 per hour; and for an event of up to 200 people at $300 per hour. Although this is an unprecedented increase and the public may be stunned, the increase in fees will bring the Jack House rentals to 100% cost recovery and the same market price as the nearby Dallidet Adobe. Parks and Recreation staff is suggesting these changes in anticipation of direction from the Jack House Committee based Low Range 0-30% •Aquatics •Community gardens •Junior ranger camp •Minor film permits •Skate park •P&R sponsored events •Youth Sports •Teens •Senior/Boomers Mid-Range 30-60% •Contract classes •Major Film Permits •Spring Break & Summer Camps •Triathlon •Golf High Range 60-100% •Adult Sports •Banners •Child Care •Facility Rentals (including Jack House) •Special Events 3-2 Parks and Recreation Fee Study – Jack House Page 3 on prior discussions. A summary of Jack House current fees and proposed for the 2017 -19 Financial Plan is provided in the table below. Table 1: Proposed Fees for Jack House Outdoor Facility Rentals: Jack House Policy Cost Recovery: High Actual Cost Recovery: 21% Recommendation: Increase of fees to high recovery rate and comparable market rate with the Dallidet Adobe Next Steps Following the Jack House meeting of February 8, 2017, the Council will hold a Study Session on all City User Fees at its Meeting of February 21st. The Parks and Recreation Commission meeting of March 1, 2017 will include consideration of the proposed Parks and Recreation Fees for recommendation to Council for adoption on April 18, 2017. ATTACHMENT 1.BUDGET AND FISCAL POLICIES – SECTION H USER COST RECOVERY GOALS Current Fee 2017-18 2018-19 Wedding and Reception $757 3,400.00$ 3,400.00$ Party (1-50) Attendance (4 hour)$186 N/A N/A Under 50 Per Hour N/A 100.00$ 100.00$ 50-100 Per Hour N/A 200.00$ 200.00$ 100+ Per Hour N/A 300.00$ 300.00$ Table/Chair Rental $180 Included Included Outdoor Facilities Activity Jack House Gardens Proposed 3-3 BUDGET REFERENCE MATERIALS BUDGET AND FISCAL POLICIES Proposed Policy Amendments, February 1, 2017 G. Recreation Programs The following cost recovery policies apply to the City's recreation programs: 1.Cost recovery for activities directed to adults should be relatively high. 2.Cost recovery for activities directed to youth and seniors should be relative ly low. In those circumstances where services are similar to those provided in the private sector, cost recovery levels should be higher. Although ability to pay may not be a concern for all youth and senior participants, these are desired program activities, and the cost of determining need may be greater than the cost of providing a uniform service fee structure to all participants. Further, there is a community-wide benefit in encouraging high- levels of participation in youth and senior recreation act ivities regardless of financial status. 3.Cost recovery goals for recreation activities are set as follows: High-Range Cost Recovery Activities - (60% to 100%) a.Adult athletics b.Banner permit applications c.Child care services (except Youth STAR) d.Facility rentals (indoor and outdoor; excludes use of facilities for internal City uses) e.Triathlon f.Golf Mid-Range Cost Recovery Activities - (30% to 60%) e.Triathlon f.Golf g.Summer and Spring Break Camps g.h. Classes h.Holiday in the Plaza i.Major commercial film permit applications Low-Range Cost Recovery Activities- (0 to 30%) j.Aquatics Batting cages k.Community gardens l.Junior Ranger camp m.Minor commercial film permit applications n.Skate park o.Parks and Recreation sponsored events Special events (except for Triathlon) and Holiday in the Plaza) p.Youth sports Youth STAR q.Teen services r.Senior/boomer services 3-4 BUDGET REFERENCE MATERIALS BUDGET AND FISCAL POLICIES Proposed Policy Amendments, February 1, 2017 4.For cost recovery activities of less than 100%, there should be a differential in rates between residents and non-residents. However, the Director of Parks and Recreation is authorized to reduce or eliminate non-resident fee differentials when it can be demonstrated that: a.The fee is reducing attendance. b.And there are no appreciable expenditure savings from the reduced attendance. 5.Charges will be assessed for use of rooms, pools, gymnasiums, ball fields, special-use areas, and recreation equipment for activities not sponsored or co-sponsored by the City. Such charges will generally conform to the fee guidelines described above. However, the Dire ctor of Parks and Recreation is authorized to charge fees that are closer to full cost recovery for facilities that are heavily used at peak times and include a majority of non-resident users. 6.A vendor charge of at least 10 percent of gross income will be assessed from individuals or organizations using City facilities for moneymaking activities. 7.Director of Parks and Recreation is authorized to offer reduced fees such as introductory rates, family discounts and coupon discounts on a pilot basis (not to exceed 18 months) to promote new recreation programs or resurrect existing ones. 8.The Parks and Recreation Department will consider waiving fees only when the City Manager determines in writing that an undue hardship exists. 3-5