HomeMy WebLinkAbout03-08-2017 JHC Agenda Pkt amCity of San Luis Obispo, Agenda, Jack House Committee
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REGULAR MEETING
Wednesday, March 8, 2017 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 Special Meeting on February 2, 2017 and Regular Meeting on
February 8, 2017 (Settle) – 5 minutes
2.Consideration of February 2017 Financial Reports (Settle) – 5 minutes
3.Conduct Biannual Review of the Jack House Committee Bylaws and Introduce Any Proposed
Modifications (Mudgett) – 15 minutes
4.Provide Non-binding feedback to the Jack House Docents Regarding Leadership Eligibility and
Direction to Staff Regarding Review and Analysis of Best Practice Operational Structures for
Volunteers Engaged in the Support of Historic Houses (Mudgett) – 20 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 Committee (Settle, Ulz, Darnell, Sorvetti)
8.Member Comments/Communications/Reports (Committee) – 5 minutes
Adjourn to Next Regular Scheduled Meeting on April 12, 2017 at 5:30PM at Parks and
Recreation (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
Special Meeting – Parks and Recreation
Jack House – 536 Marsh Street, San Luis Obispo
Thursday, February 2, 2017
ALL TO ORDER: Vice Chair Toni Kincaid
ROLL CALL: Commissioners Chuck Crotser, Eva Ulz and Susan Updegrove
Ex officio Committee Member James Papp
TARDY: N/A
ABSENT: Chair Kathi Settle
STAFF: Dave Setterlund, Recreation Supervisor
Guests: Lois Crotser, Maureen Titus, Katchy Andrews
Consent Agenda
1.Develop a Mission Statement for the Historic Jack House to be in Alignment with the Jack House
Strategic Plan and City adopted policies for the management of the estate.
Member Crotser: Stressed that the mission statement should be direct.
Member Ulz: Stated the importance of defining what the Jack House represents to the community,
committee, and City.
Member Ulz: Stated that consideration should be had for not only what is beneficial for the house,
but also what is in the best interest of its attendees.
Committee members agree that soliciting the community’s input would helpful in defining what the
Jack House means to the community and how to best manage the home. Committee members agreed
that engaging the community would help to shape the mission statement.
Member Kincaid: Concluded the Special Meeting and asked to schedule a follow-up meeting at a
later date to finish discussion regarding the purpose of the house and development of a Mission
Statement.
Public Comments:
None
PUBLIC COMMENT: No public comment
Jack House Committee
DRAFT - MINUTES
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Meeting adjourned at 6:30 pm to the next Regular Scheduled Meeting on Wednesday,
February 8, 2017 at 5:30 pm and Parks and Recreation Administration, 1341 Nipomo
Street, San Luis Obispo, CA 93401
Meeting Minutes of February 2, 2017 approved by the Jack House Committee on March 8,
2017.
Dave Setterlund, Recreation Supervisor
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Regular Meeting- Parks and Recreation Office
1341 Nipomo Street, San Luis Obispo
Wednesday, February 8, 2017
CALL TO ORDER: Vice Chair Toni Kincaid
ROLL CALL: Commissioners Chuck Crotser, Eva Ulz and Susan Updegrove
Ex officio Committee Member James Papp
TARDY: N/A
ABSENT: Chair Kathi Settle, Commissioners Bob Gordon and Bryant Mills
STAFF: Melissa Mudgett, Recreation Manager; Dave Setterlund, Recreation
Supervisor; Allison Adams, Community Services Specialist; Marcus
Carloni, Special Projects Manager
Guests: Andy Pease, City Council Liaison
Consent Agenda
1.Consideration of the Minutes of Regular Meeting on January 11, 2017 (Settle) – 5 minutes
MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER
UPDEGROVE, CARRIED 4-0 to approve the minutes of the Jack House Committee for the meeting
of January 11, 2017 as amended.
Amendments:
Absent committee members should not have been included in motions.
Page 1-3, Item 6: Should be revised to “she has professional photos”.
Page 1-3, Item 6: Ex officio Member Papp expressed that Ex officio should be two words
and stated “renovating” should be replaced with “restoring” or “reconstructing”.
Page 1-4, Item 8: Ex officio Member Papp stated revision, “attendance doubled last year”
rather than “he has doubled attendance”.
AYES: KINCAID, CROTSER, ULZ, UPDEGROVE
NOES:
ABSTAIN:
ABSENT: SETTLE, GORDON, MILLS
2.Consideration of January 2017 Financial Reports (Settle) – 5 minutes
MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER CROSTER,
CARRIED 4-0 to approve the January 2017 financial reports as amended.
PUBLIC COMMENT: No public comment
Jack House Committee
DRAFT - MINUTES
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Committee expressed interest in obtaining an itemized list of expenditures such as credit card
expenses.
Page 2-3; October 31st, 2016, should be revised to January 31st, 2017.
AYES: KINCAID, CROTSER, ULZ, UPDEGROVE
NOES:
ABSTAIN:
ABSENT: SETTLE, GORDON, MILLS
Public Hearings / Business Items
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
Melissa Mudgett, Recreation Manager, presented to the Committee a review the costs of Jack House
user fees that is based on the draft citywide user fee analysis by consulting firm NBS. Staff Mudgett
said that Parks and Recreation user fees are guided by adopted policy, actual costs, and market
comparisons. Specific Activities, such as with the Jack House, have articulated cost recovery goals
in the High Range (60-100%). Staff Mudgett presented the proposed fees as recommended by the
consultant and Parks and Recreation Department. She added that the Committee’s feedback on the
proposed adjustments to Jack House user fees to be considered by the City Council with the adoption
of City-Wide fees and for the 2017-2019 Financial Plan.
Jack House Committee members discussed the proposed rates and recommended the following for
Jack House event rentals; weekend/weekday rates, resident vs. non-resident rates, maximum time
limit for non-wedding rentals, and increasing fees to high recovery rate and comparable market rate
with the Dallidet Adobe. A summary of the proposed fees as recommended by the Committee is
provided below.
Public Comments:
None
Current Fee 2017-18 2018-19
Wedding and Reception $757 N/A N/A
Full Day WEEKEND (Resident)NA 2,000.00$ 3,000.00$
Full Day WEEKEND (non-resident)N/A 2,400.00$ 3,400.00$
Full Day WEEKDAY (Resident)N/A 1,800.00$ 2,800.00$
Full Day WEEKDAY (non-resident)N/A 2,000.00$ 3,000.00$
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$
Security Deposit N/A 500.00$ 500.00$
Table/Chair Rental $180 Included Included
Outdoor Facilities
Activity
Jack House Gardens
Proposed
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3
4.Update of Consideration of Blue Star Museum status for the Jack House (Mudgett) – 5
minutes
Staff Mudgett explained that the Blue Star Museum program runs from Memorial Day through to
Labor Day. Blue Star Museum has not opened its application period yet. She will provide updates
as information becomes available.
5.Staff Report for Parks and Recreation Updates (Setterlund) – 5 minutes
Staff Setterlund provided a brief overview of Parks and Recreation Department events for the month
of February.
February 9 – Night Golf - Cancelled due to Rain
February 11 – Saturday Workday with Rangers
February 14 - Valentine’s Day
February 19 – Ranger Led Hike to Bishop Peak
February 20 - Parks and Recreation office is closed in observation of Presidents’ Day
February 25 - Saturday Workday with Rangers
6.Friends and Docent Report of the Jack House Updates (Papp) – 10 Minutes
Ex officio Member Papp: Announced the Docent Handbook is finished and will be presented to the
Docents on Saturday, February, 11th.
Ex officio Member Papp: Stated the collection of works on paper have been sent to sources in order
to find the best company for reproduction.
7.Sub-Committee Reports (Settle) – 10 Minutes
a.Strategic Planning (Crotser, Settle, Ulz)
Member Ulz: Stated the opportunity to receive recommendations on the JH
mission from Max Van Balgooey.
Ex officio Member Papp and Member Croster: Expressed interest in receiving
Max Van Balgooey’s recommendations.
Member Ulz: Stated that she will pursue getting a full quote.
b.Collections Committee (Settle, Ulz, Darnell, Sorvetti)
No Report.
8.Member Comments/Communications/Reports (Committee) – 5 minutes
Member Ulz: Suggested attending the 75th Anniversary of Japanese Internment Exhibit on Feb 19th at
the Senior Center.
Meeting adjourned at 7:07 pm to the next Regular Meeting on Wednesday, March 8th
at 5:30 pm at the Parks and Recreation Administration at 1341 Nipomo Street, San
Luis Obispo, CA 93401.
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Meeting Minutes of February 8, 2017 approved by the Jack House Committee on March 8,
2017.
Dave Setterlund, Recreation Supervisor
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2016-17 Fiscal Year
Reporting Date:2/24/17
Accounting Periods:8
February 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 TO
SPEND
Jack House Revenues (Fund 625) $ - $ 1,810.12
Jack House Expenditures (Fund 625)
for Construction and Operating
Materials
$ - (975.89)
BUDGET EXPENSES TO-
DATE
BUDGET AVAILABLE
TO SPEND
Total Expenditures
(through Feb. 28, 2017)
City Fund-100 Parks & Recreation (to
be used for JH Promotions) $ 10,500 $ 2,941.24 7,558.76$
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)
834.23$
Parks & Recreation Promotions Account Summary
2016-17
(through to Feb. 28, 2017)
ACCOUNT SUMMARY
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JACK HOUSE Accounting
$ -
$ 4.26
$ 22.45
$ 26.71 $ 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
$ 1,810.12
9/30/16 - Quarterly Distribution
89140.7789 Cost of Materials for Resale
TOTAL JACK HOUSE FUND EXPENDITURES
Sub-Total Tours Revenue:
8/24/16 - Cash Receipts
8/8/16 - Cash Receipts
9/19/16 - 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
10/4/16 - Cash Receipts
10/4/16 - Jack House Tours
10/28/16 - Cash Receipts
$ 1,810.12
Ending Revenue Balance (February 28, 2017)
(Includes Accrued Interest. Does not include Petty Cash)
TOTAL JACK HOUSE FUND REVENUE
8/9/16 - Cash Receipts
Ending Expenditure Balance (February 28, 2017)
(Matching Finance Plus)
2/15/17 - Dec 2016 Quarterly Distribution (Q22017)
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
1/27/17 - Ca State Board of Equalization
Sub-Total
10/28/16 - Cash Reciept
7/29/16 - Jack House Tours
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
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JACK HOUSE Accounting
STARTING BALANCE $ 10,500.00
REMAINING AVAILABLE BALANCE $ 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 Feburary 28, 2017)
$ 2,941.24 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
Jack House Promotions City General Funds - EXPENDITURES
Parks & Recreation Promotions Account - FULL DETAIL
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
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City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
Jack House Committee
Agenda Report
SUBJECT: BI-ANNUAL UPDATE OF JACK HOUSE COMMITTEE BYLAWS
Prepared by: Melissa C. Mudgett, Recreation Manager
RECOMMENDATION
Conduct Biannual Review of the Jack House Committee Bylaws and Introduce Any Proposed
Modifications.
DISCUSSION
Background
Best practices and City policy call for a comprehensive review of Advisory Body bylaws about
every two years. It is time to review the Jack House Committee bylaws.
Bylaw amendments shall be submitted for City Council approval by an affirmative vote of the
members present at a regular meeting of the Committee, provided that such amendments shall have
been discussed by the Committee on the agenda of at least two meetings prior to the vote.
Highlights of Proposed Bylaw Modifications
A brief summary of proposed modifications of the Jack House Committee bylaws is provided
below and as Attachment 1.
•No residency requirement for "special expertise" members
•Term limits for general membership only
•Clarification of ex-efficio member's role for volunteer
docent group
Committee
Membership
•Clarification of ex-efficio member's role for volunteer
docent groupMeetings
•Clarification of purpose and limited term for subcommitteesSubcommittees
Item #: 3
Date: March 8, 2017
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Jack House Committee Bylaws Page 2
Next Steps
Following the discussion of proposed modifications to the b ylaws at the Jack House Committee
meeting of March 8, 2017, the Committee shall review and recommend for Council’s consideration
the proposed bylaws at its next meeting on April 12, 2017.
ATTACHMENT
1.PROPOSED JACK HOUSE COMMITTEE BYLAWS 2017
•Addition of volunteer opportunities via docent groupStaff
•Deletion of section as redundant. Maintenance of
home/grounds supported through, and in alignment with,
the City-wide process for Capital Improvement Projects and
2-year Financial Planning process.
Maintenance
Plan
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Proposed Amendments, March 8, 2017
BY-LAWS
JACK HOUSE COMMITTEE
CITY OF SAN LUIS OBISPO
ARTICLE 1. PURPOSE
The Jack House and Grounds were deeded to the City of San Luis Obispo on March 10, 1975. In
accepting the deed, the City agreed to appoint a committee of seven (7) members to advise the
Council on the House and Grounds. The Jack House Committee is charged with the
responsibility to advise the City Council on matters concerning: Facility use, fees and charges,
capital improvements, and any other items affecting the House and Grounds.
ARTICLE 2. COMMITTEE MEMBERSHIP
The grant deed requires that persons with “special expertise” fill four (4) of the seven (7) seats on
the Jack House Committee as follows:
1.A representative of the San Luis Obispo County History Center.
2.One member of the faculty, current or retired, of California Polytechnic State University
College of Architecture and Environmental Design, preferably an architectural historian.
3.One member of the faculty, current or retired, of California Polytechnic State University
College of Agriculture, preferably a horticulturist.
4.A member of the San Luis Obispo Parks and Recreation Commission.
The City Council has resolved that due to these special conditions and requirements, members
with this special expertise may serve terms of undetermined length, the choice being left to
individual committee members.
The remaining three (3) committee members shall be a member at large and must reapply when 4
year term expires. All members are required to be residents and registered voters of the City of
San Luis Obispo. They shall serve four-year terms, with a maximum of eight years.
The docent presidentcoordinator of the volunteer docent group shall serve as an ex-officioex-
officio (non-voting) Jack House Committee member and shall not count toward a quorum.
ARTICLE 3. MEETINGS
A. The Committee shall hold a regular meeting each month but not less than ten (10) times a
year.
B. Meetings will be held at 5:30 P.M. the second Wednesday of each month.
C. The Committee meetings shall be open to the public and shall be held at the Parks and
Recreation Department Office, the Jack House or any other previously announced locations at
specific times as required by California law.
D. A quorum shall consist of a majority of the Committee members currently serving.
E. All actions of the Committee shall be decided by a majority vote or consensus and shall be
directed through the Committee Chair.
Commented [MM1]: City Attorney. Change in Bylaws not
inclusive of Grant Deed Language determined to be reversionary.
Commented [MM2]: Recommend inclusive language added by
City Council addressing challenges of recruiting members with
special expertise
Commented [MM3]: Residency is not required of members
with “special expertise”
Commented [MM4]: Term limits shall only apply to members at
large
Commented [MM5]: Clarify ex-efficio role for volunteer docent
group
Attachment 1
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Proposed Amendments, March 8, 2017
F. Minutes of each meeting shall be forwarded to the City Council and be available as a public
record.
G. The Chairperson or any three members of the Committee may call a special meeting provided
a week’s prior notice is given in writing to each member.
H. All Committee meetings shall be conducted according to Robert’s Rules of Order.
I. With the exception of the ex-officio member (who serves as the coordinator of the volunteer
docent group) of the docent president, all Committee members shall vote.
J. Any Committee member with a declared conflict of interest shall not vote on or participate in
any discussion of any item or in any manner attempt to influence the decision on that item.
The member with such conflict shall remove himself/herself from the room until such
discussion has concluded.
ARTICLE 4. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee shall be appointed, as needed,
by the Chairperson. Subcommittees shall convene for a specific purpose, study or project and
shall have a limited term, not to exceed 12 consecutive months. Study subcommittees may
include non-Ccommittee members who shall have no voting power.
ARTICLE 5. OFFICERS
A. The officers shall be a Chairperson and a Vice-Chairperson who shall be elected at the
Committee meeting in April for two-year terms.
B. The Chairperson shall preside over all meetings of the Committee, assist in preparing all
meeting agendas and perform such duties as directed by the Committee.
C. The Vice-Chairperson shall serve in the absence or incapacity of the Chairperson.
ARTICLE 6. STAFF
The Director of Parks and Recreation or designate is the staff liaison to the Jack House
Committee. The Director may designate such other staff as is necessary to provide support to the
Committee.
The Director of Public Works should designate a Public Works staff representative for both the
house (building maintenance) and the garden (parks maintenance). The Committee shall receive
notification if there are any changes to staff representation.
The Committee shall support volunteer opportunities via a docent program for the historic Jack
House and gardens through the use of volunteers serving as tour guides of the historic home,
gardens, exhibitions and special tours. The ex-officio (non-voting) Jack House Committee
member shall serve as the coordinator of this volunteer group in accordance with best
management practices for volunteer guides of historic sites.
ARTICLE 7. MAINTENANCE PLAN
The Committee shall develop a maintenance plan on an annual basis starting in January of each
year. The maintenance plan shall be a description of the activities that will be undertaken in
Commented [MM6]: Update ex-efficio role
Commented [MM7]: Specify subcommittee purpose/terms
Commented [MM8]: Add volunteer docent group to Article 6
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Proposed Amendments, March 8, 2017
order to maintain the historic house and gardens and to meet the goals and objectives of the
Committee.
ARTICLE 78. AMENDMENTS
Prior to May 1, in each odd number year, these by-laws shall be reviewed by the Committee. By-
law amendments shall be submitted for City Council approval by an affirmative vote of the
members present at a regular meeting of the Committee, provided that such amendments shall
have been discussed by the Committee on the agenda of at least two meetings prior to the vote.
The members shall receive the proposed amendments in writing at least ten (10) days prior to the
first meeting.
APPROVED BY COMMITTEE ON << DATE >>MAY 15, 2015
MOTION: (: (Crotser/Ulz) Approve Jack House Committee bylaws as amended.
Approved: 7 yes: 0 no: 0 absent
____________________________________________
Melissa C. Mudgett, Parks and Recreation Manager
Staff Liaison to the Jack House Committee
Commented [MM9]: Remove Article 7. Maintenance of
home/ground in alignment with City approved process for Capital
Improvement Program within the 2-year Financial Planning Process.
Budget submittals for operations/maintenance/CIPs shall compete
for prioritization and available funding.
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City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
Jack House Committee
Agenda Report
SUBJECT: STUDY SESSION ITEM: JACK HOUSE VOLUNTEER PROGRAM
Prepared by: Melissa C. Mudgett, Recreation Manager
Dave Setterlund, Recreation Supervisor
RECOMMENDATION
1.Provide non-binding feedback to the Jack House Docents regarding leadership eligibility
requirements.
2.Provide direction to staff regarding the review and analysis of best practice operational
structures for volunteers engaged in the support of historic houses.
DISCUSSION
Background
The Jack House Committee supports volunteer opportunities via a docent program for the historic
Jack House and Gardens. The Jack House Docents are a volunteer group that serve as tour guides
of the historic home, gardens, exhibitions and special tours.
In 2006, as part of the then Docent Training Handbook, this volunteer group created “Docent
Byl aws” as a tool to better manage the volunteers and to clearly articulate their duties. The Jack
House Docents are not an official City advisory body. Nor are the Jack House Docents advisory
to the Jack House Committee or City Council.
Jack House Committee members are directed by Council to conduct the review of items affecting
the House and Grounds and the Jack House Docents certainly are integral to the operation and
public access to the House and Grounds.
Jack House Committee Review of Docent Group Eligibility
The Jack House Committee has been asked by the Jack House Docents to make a determination
regarding the eligibility of docents to participate in their internal leadership structure.
Article III of the non-binding Jack House Docent bylaws stipulate that to “be a member in good
standing and eligible to vote on matters of concern of the organization, a minimum of 12 hours of
active service per calendar year is required for status as a Charter Docent.” While this addresses
the ability of Jack House Docents to vote on their own internal matters, their Bylaws do not
stipulate requirements for election to a Jack House Docent leadership position. At present, two
Item #: 4
Date: March 8, 2017
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Jack House Volunteer Program Page 2
long-time Jack House Docent volunteers are seeking Docent board positions but in this past
calendar year have not met the minimum 12 hours of active service eligibility requirement.
Parks and Recreation staff is recommending the Jack House Committee provide feedback on this
issue as the Bylaws are non-binding. Staff recommends discussing this matter and identifying
pathways forward for the Docents to consider.
Scope of Research for the Jack House Docents Volunteer Program
The City of San Luis Obispo recognizes the value the Jack House Docents add to the historic home
as they continue to be a key component to the operations and regular tours of the Jack House and
Gardens. The Jack House Docents are a team of dedicated volunteers who share knowledge of the
Jack Family and have a passion for history and architecture that is inspiring. The Docents and
City Staff would like to continue to support the historic Jack House through the continued use of
dedicated, knowledgeable, and inspiring volunteers.
Parks and Recreation staff have preliminarily researched how other historic homes utilize
volunteers. Staff would like input from the Jack House Committee about areas of the volunteer
model used where possible improvements may exist for the Jack House. Staff anticipates returning
to the Committee in summer 2017 with ideas for program enhancements alongside any
clarifications about the best tools for defining roles and responsibilities of the Jack House Docents.
ATTACHMENT
JACK HOUSE VOLUNTEER DOCENT BYLAWS 2007
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Jack House Docent By-Laws
March 15, 2007
ARTICLE I – NAME
The name of this organization shall be the JACK HOUSE DOCENTS.
ARTICLE II – PURPOSE AND FUNCTION
In cooperation with the Jack House Committee and San Luis Obispo
Parks and Recreation Department, the organization shall conduct public
tours through the Jack House Museum, Gardens and Carriage House as
available, assist with inventory and ongoing historical record keeping, and
staff and maintain the Wash House Gift Shop.
ARTICLE III – MEMBERSHIP
Any person supportive of the purpose and function and having
completed docent training shall be considered eligible for membership. To
be a member in good standing and eligible to vote on matters of concern of
the organization, a minimum of 12 hours of active service per calendar year
is required for status as a Charter Docent.
ARTICLE IV- OFFICERS
The Jack House Docent Board shall consist of the President, Vice
President, Secretary, Wash House Gift Shop Coordinator, and
Scheduling Coordinator.
Section 1: PRESIDENT – DUTIES
1.The President will preside at all meetings of the general
membership.
2.The President will be an ex officio member of all
committees, except the nominating committee.
3.The President will appoint all Chairs of the Standing
Committees as needed.
4.The President will attend all Jack House Committee
meetings.
5.The President will name place, time, and location of all
general meetings.
6.The President will approve the monthly docent minutes
before distribution.
Section 2: VICE PRESIDENT – DUTIES
1.The Vice President will act as an aide to the President
and in the absence of the President will perform all
Presidential duties.
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2.The Vice President will act as the Chairman of the By-
law Committee and shall appoint two members in good
standing to assist in reviewing the by-laws as specified
in Article VIII, section 1.
3.The Vice President is responsible for all Parliamentarian
duties.
4.As the Parliamentarian, the Vice President will attend
docent meetings to clarify points of order of business
according to Robert’s Rules of Order.
Section 3: SECRETARY – DUTIES
1.The Secretary is responsible for keeping accurate
records of all meetings and prepares the minutes for
distribution by the Parks and Recreation Department
staff.
2.The Secretary is responsible for submitting the monthly
docent meeting minutes to the President for approval
before distribution.
Section 4: WASH HOUSE GIFT SHOP COORDINATOR – DUTIES
1.The Wash House Gift Shop Coordinator is responsible
for ordering, stocking, maintaining the inventory of the
shop in conjunction with the Jack House Committee and
the San Luis Obispo Parks and Recreation Department.
2.The Wash House Gift Shop Coordinator may form a
committee to assist with the function of the operations.
Section 5: SCHEDULING COORDINATOR – DUTIES
1.The Scheduling Coordinator is responsible for
adequately staffing the Jack House and Wash House Gift
Shop for tours and other functions.
2.The Scheduling Coordinator is responsible for reviewing
open house schedules with the Parks and Recreation
Director or delegated staff member.
3.The Scheduling Coordinator is responsible for notifying
the Secretary of the schedule of docents for the
following month to be published in the monthly docent
newsletter.
4.The Scheduling Coordinator may form a committee for
assistance.
ARTICLE V – PRESIDENTIAL APPOINTMENTS
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There will be Standing Committees as are necessary to carry out the
work of the organization. A Special Events Chair, Docent Trainer, and
Recruiter may be appointed.
Section 1: SPECIAL EVENTS CHAIR – DUTIES
1.A Special Events Chair is responsible for coordinating
with the Parks and Recreation Department and
Scheduling Coordinator any special events at the House
(Mother’s Day, Family Game Day, Art in the Garden,
Christmas Candlelit Tours).
2.A Special Events Chair is responsible for organizing
docent field trips.
3.A Special Events Chair may form a committee to assist.
Section 2: DOCENT TRAINER
1.The Docent Trainer is responsible for training new
volunteers as Jack House Docents.
2.The Docent Trainer is responsible for setting up training
sessions as necessary.
3.The Docent Trainer may form a committee to assist with
the function of the program.
4.The Docent Trainer is responsible for notifying the
Scheduling Coordinator when new docents are ready to
be scheduled.
Section 3: RECRUITER
1.The Recruiter is responsible for recruiting, in
conjunction with the membership, Jack House
Committee and San Luis Obispo Parks and Recreation
Department, to attract prospective docents.
2.The Recruiter may form a committee to assist with the
function of the committee.
ARTICLE VI – MEETINGS
Jack House Docent meetings will be held monthly.
ARTICLE VII – ELECTION AND TERMS OF OFFICE
1.In January the President will name a Nominating Committee of three
members in good standing.
2.In February the Nominating Committee will give their report and
accept nominations from the floor and shall mail ballots within 7
working days to members of good standing.
3.The ballots shall be counted by the Nominating Committee and
verified by a non-docent such as a Jack House Committee Member
at the March docent meeting.
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4.Terms of office shall be for two (2) years. Terms of office shall
begin April 1st and end March 31st.
ARTICLE VIII - PERIODIC REVIEW
1.The Jack House Docents shall submit their by-laws or any suggested
revisions to the Jack House Docent membership every two (2) years
for review.
2.Robert’s Rules of Order shall be the parliamentary authority for all
matters of procedure not covered by the By-Laws.
APPROVED ____________15 March 2007 ____________
Day Month Year
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JACK HOUSE DOCENTS REPORT, 8 FEBRUARY 2017
1.The Jack House & Garden Handbook has been approved by the Handbook Revision
Committee and will be distributed to docents at their next meeting and by mail and—in
searchable electronic form—by email. The handbook grew from the 4-page Notes for Guides
for the Jack House Open House of August 1975. By the early 1980s, after inventory but
before renovation, these notes had expanded to 6 pages. In 1985 the Jack House Committee
created a 40-page docent handbook. The 2007 edition was 80 pages.
The current 230-page version is intended to be a reference book from which docents can
draw to support their own tours. The revision committee began its deliberations with the
National Trust for Historic Preservation’s Great Tours!, the dominant text in the field, which
recommends that organizations use roundtables to create themes and narratives to which
docent tours can be anchored so that visitors don’t leave a historic site with a collection of
random facts that are soon forgotten.
The Jack House & Garden Handbook is divided into five sections:
•an overview that discusses the role of the docent or interpretive guide, the history and
current condition of historic house museums, and our place in the general and countywide
universe of those museums
•docent responsibilities, including education, procedures during open hours, creating
programming, handling emergencies, and handling the collection in line with museum best
practices
• a narrative of the Hollister and Jack families and their significance to the economic, social,
and political growth of the Central Coast in the latter half of the nineteenth century, in line
with our period of interpretation and the National Register’s designation of our significance
• a detailed history and description of the house and garden and their contents, including
land, structures, plants, furniture, art, tableware, textiles, and books
• appendices, including early contracts and reportage, oral and written accounts of the
family, family trees, the National Register nomination, the grant deed and bylaws of
supporting organizations, and a selection of articles with suggestions for further reading
The content of the handbook focuses on what can and cannot be documented concerning
the family and collections, hoping to keep to a minimum the myths that grow in any historic
house over what remains unexplained. Two appendices added are 1964 oral histories from
Howard Jack, and many contemporary documents from the Jack Family Papers are quoted
or reproduced. The California Digital Newspaper Collection formed a new basis of research,
though the Tribune’s advent online will soon necessitate revision.
The handbook reemphasizes the garden and exterior of the house, hoping to draw guides
and visitors out of the interior. It places new emphasis on the family, their colleagues and
employees, and the participation of all in the creation of modern California. As our potential
audience grows more diverse, the intention is to extend our themes and narratives beyond
the domestic arrangements of an upper-middle-class Anglo family in order to attract more
visitors and relate the physical house and garden to what is important in their own lives.
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Chair Judith Collins, MLIS led the committee in creating a clearer organization for the
handbook, moving various documents from placement throughout the text into an
Appendices section. Timelines, summaries, and a more compartmental structure, as well as
the searchable electronic version, are intended to make a much expanded handbook more
easily usable.
Thanks for the completion of this project go particularly to Judith, who initiated it; Marilyn
Darnell, who sat on the revision committee and has been responsible for the vast majority
of Jack research in recent years; and Donn Clarius, who also sat on the committee and
focused us on how we could mine this document for docent cheat sheets, self-guided tours,
and a souvenir booklet. Jack House docent and History Center executive director Eva Ulz
was not able to join the committee but provided invaluable guidance. Jack House docent
and Cal Poly Special Collections library services specialist Laura Sorvetti provided peerless
guidance through the Jack Family Papers. Experts generously offered their help with
analysis of objects, including Craig Kincaid, who revolutionized our understanding of the
woods used in the furniture collection. Contemporary witnesses like Jean Martin expanded
our understanding of the family, house and garden, and their context.
2.Works on paper to be reproduced have been measured to be put out to bid.
—James Papp, President, Jack House Docents
FRIENDS OF THE JACK HOUSE REPORT, 8 FEBRUARY 2017
1. An additional $750 has been raised for photographing, reproducing, and
rehousing works on paper.
2.The Friends—in collaboration with Cal Poly Special Collections and Archives and with
participation from the Community Development Department and Cultural Heritage
Committee—organized House Detectives! for February’s Art after Dark. Laura Sorvetti,
Dean Miller, Carolyn Geyer, and James Papp provided consultation for people curious about
their own or other people’s historic structures, analyzing Sanborn maps, building permit
databases, and other reference sources. Interestingly, the structures consulted on ranged
from the 1920s to the 1950s; people’s sense of history is personal rather than traditional.
There was also an interest in roads, bridges, and natural features such as streams.
The experts present helped fifteen clients in sessions of up to half an hour in a program
that emphasized not numbers of visitors but intensity of experience. Cal Poly and the
History Center provided both original and facsimile documents for display and discussion
with visitors, including the San Luis Obispo Fire Department’s 1904 souvenir book of
photographs of contemporary houses and the 1874 Sanborn map of San Luis.
Everyone participating—clients, consultants, and docents who sat in—seems to have
enjoyed the improvisational and community-building nature of the program. Michael
Krout, owner of the former Reis Mortuary at Higuera and Johnson, wrote afterwards, “I
really appreciate the information you were able to give me about my building. … If you ever
have a desire to see the inside and some of the architectural features I described, feel free
to give me a call.” Friends of the Jack House programs subcommittee agreed to repeat and
vary the event periodically with a prepared selection of reference materials.
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An additional 35 people toured the house, including our first Meetup group, whose earliest
member to arrive was Brionte, a serviceman from Vanderberg Air Force Base who lives in
Santa Maria—definitely not our traditional demographic. Meetup is an online service for
organizing meaningful social excursions (e.g., I’m leading a meetup group on a bicycle tour
of historic sacred architecture in San Luis Obispo on February 25). This Meetup group of 18
was on its way to 9 other Art after Dark venues but met up at the Jack House to begin with.
—James Papp, President, Friends of the Jack House
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JACK HOUSE DOCENTS REPORT, 8 MARCH 2017
The docents would like to open the house for the regular Sunday season on April 9,
following the opening of Marilyn Darnell’s travel and luggage exhibition at April 7 Art after
Dark.
—James Papp, President, Jack House Docents
FRIENDS OF THE JACK HOUSE REPORT, 8 MARCH 2017
For Art after Dark in March, the Jack House hosted a display of Paula Zima’s maquettes of a
proposed Theodore Roosevelt environmental monument for Mitchell Park, along with
related displays on portrait sculpture in San Luis Obispo and the history of Mitchell Park.
—James Papp, President, Friends of the Jack House
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