HomeMy WebLinkAbout04-12-2017 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
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REGULAR MEETING
Wednesday, April 12, 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, Eva
Ulz
Exofficio Committee Member Marilyn Darnell
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. Swear in New Jack House Committee Member (City Clerk) – 5 minutes
2. Consideration of the Minutes of Regular Meeting on March 8, 2017 (Settle) – 5 minutes
3. Consideration of March 2017 Financial Reports (Settle) – 5 minutes
4. Approve Jack House Committee By-Laws (Setterlund) – 5 minutes
5. Approval of Jack House Expenditures – 20 minutes
a. Approve Budget for Mother’s Day Event (Setterlund)
b. Approve Budget and Scheduling for Annual Carpet Cleaning (Setterlund)
c. Approve Budget for Printing of Jack House Docent Handbook (Darnell)
d. Approve 2017 Monthly Exhibits and Budget (Darnell)
6. Approve Modifications to Art After Dark 2017 Programming (Darnell) – 5 minutes
7. Staff Report for Parks and Recreation Updates (Setterlund) – 5 minutes
8. Jack House Docent Updates (Darnell) – 10 minutes
9. Friends of the Jack House Updates (Papp) – 10 minutes
10. Sub-Committee Reports (Settle) – 10 minutes
a. Strategic Planning (Crotser, Settle, Ulz)
b. Collections Policy (Settle, Ulz, Darnell, Sorvetti)
11. Member Comments/Communications/Reports (Committee) – 5 minutes
Adjourn to Next Regular Scheduled Meeting on May 10, 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.
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Regular Meeting- Parks and Recreation Office
1341 Nipomo Street, San Luis Obispo
Wednesday, March 8, 2017
CALL TO ORDER: Chair Kathi Settle
ROLL CALL: Vice Chair Toni Kincaid, Commissioners Chuck Crotser, Bob Gordon,
Eva Ulz
TARDY: N/A
ABSENT: Commissioners Bryant Mills and Susan Updegrove
Ex officio Committee Member James Papp
STAFF: Dave Setterlund, Recreation Supervisor; Allison Adams, Community
Services Specialist
Guests: Jack House Docents Maureen Titus, Marilyn Darnell, and Lois Crotser
Consent Agenda
1. Consideration of the Minutes of Special Meeting on February 2, 2017 and Regular Meeting on
February 8, 2017 (Settle) – 5 minutes
MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER ULZ,
CARRIED 4-0 to approve the minutes of Special Meeting on February 2, 2017 as amended.
Amendments: none
MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER ULZ,
CARRIED 4-0 to approve the minutes of Regular Meeting on February 8, 2017 as amended.
Amendments:
1-2; Item 3, Line 1 should read “review of the cost of the Jack House”
1-1; Item 2; “Croster” should be replaced with “Crotser”
1-3; Item 6: Committee clarified that works on paper have not been sent in, but
rather Ex officio Member Papp is soliciting quotes for reproduction from potential
sources.
AYES: KINCAID, CROTSER, ULZ, GORDON
NOES:
ABSTAIN:
ABSENT: MILLS, UPDEGROVE
2. Consideration of February 2017 Financial Reports (Settle) – 5 minutes
PUBLIC COMMENT: No public comment
Jack House Committee
DRAFT - MINUTES
2
MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER GORDON,
CARRIED 4-0 to approve the February 2017 financial reports as amended.
Chair Settle expressed concern that on 2-2 and 2-3, credit card totals did not match nor did they
list reason for credit card usage.
Staff Setterlund stated that he is the only one that uses the credit card based on the requests of the
Jack House Committee Members.
Member Crotser suggested including an itemized budget for such purchases.
Member Crotser recommended the idea of having monthly end balances.
AYES: KINCAID, CROTSER, ULZ, GORDON
NOES:
ABSTAIN:
ABSENT: MILLS, UPDEGROVE
Public Hearings / Business Items
3. Conduct Biannual Review of the Jack House Committee Bylaws and Introduce Any Proposed
Modifications (Mudgett) – 15 minutes
Staff Setterlund walked through the bylaws for discussion amongst the committee.
Article 2:
Member Crotser believes that Items 1-4 need clarification regarding which specific positions
would be considered special expertise.
Staff Setterlund suggested receiving advice from the City Attorney to understand what revisions
and/or additions are possible.
Member Crotser stated that only four positions are specified in the bylaws, yet many positions
were added due to special expertise. He recommends that wording is revised to account for these
extra positions and for flexibility if additional expertise is needed.
Member Ulz suggested a modification for expertise not necessarily coming from Cal Poly, but
could come from another community member or entity of equivalent experience and expertise.
Committee agreed that expertise would come from inviting special guests to meetings rather than
having them as a permanent member.
Member Crotser suggested the removal of Cal Poly specific members and include “or equivalent”.
Member Gordon questioned if the committee could change the specific expertise guidelines if
there was need in another area.
3
Committee agreed that all new ideas need to go through the City Attorney.
Member Gordon expressed that because the Jack House is landscaped by the city, there is no need
for horticulturist expertise.
Committee members agreed that the residency should be a flexible requirement for those with
special expertise. Members with special expertise should be connected to the city, but should not
be required to be a resident.
Committee expressed wording should be changed to “They serve up to two consecutive, four-year
terms”.
Article 4:
Vice Chair Kincaid stated that the subcommittees have been around for longer than twelve months
which may overstep the laws of the Brown Act.
Chair Settle stated that unfilled subcommittee leadership roles result in subcommittees not being
as productive as possible. She suggested that subcommittees need leaders to keep organized and
lead discussions.
Member Ulz suggested including a group to care for the Jack House Collections.
Vice Chair Kincaid proposed Member Ulz present ideas to a subcommittee.
Member Crotser stated that in the bylaws subcommittees should have the ability to reconsider
disbanding after twelve months if there is still a need for said committee.
Committee agreed that subcommittees should not necessarily have time restrictions, but should be
reviewed for extended time allotment.
Article 6
Expressed that last paragraph in Article 6 should be changed to “Article 7. Volunteers”
Article 7
Vice Chair Kincaid voiced concern for the need to continue making a list of improvement
observations in the house.
Staff Setterlund agreed that this could still happen and have a list of observations to bring forth to
the committee.
Chair Settle expressed interest in having a representative from Public Works at the Jack
House which has not been adhered to in the past, but is included in the bylaws.
Staff Setterlund stated that he would be able to have a representative from Public Works visit
the Jack House.
4
Public Comments:
None
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
Staff Setterlund wants to have and maintain positive relationship between committee and
docents by having the opportunity to discuss and give feedback regarding Docent Bylaws.
Member Ulz expressed that the committee has no legal precedent of Docent Bylaws and the
committee has no legal right to give them direction.
Staff Setterlund expressed that Parks and Recreation staff can begin researching best
practices for Jack House Docent.
Member Ulz suggested not having an election and elect candidates because they are
unopposed.
Guest Darnell stated that she would not be comfortable taking a position without an election.
Committee agreed that not having an election would speed things forward and provide the
ability to review the bylaws in the meantime.
Vice Chair Kincaid expressed concern regarding the 12-hour volunteer minimum to hold a
position.
Guest Darnell stated that the 12-hour volunteer requirement was made to ensure Candidates
have served the Jack House. The spirit of bylaws is that candidates have time served and
have some expertise in the Jack House.
Member Crotser stated that these should be more guidelines than bylaws.
Committee consensus was unopposed candidates will take roles and Parks and Recreation
will research best practices.
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 March.
March 9 – Night Golf
March 11 – Swim Lesson/Lifeguard Assessment
5
March 12 – Daylight Savings Begins
March 16 – Leprechaun Lost at Farmers’ Market
March 17 – St. Patrick’s Day
March 18 – Love SLO
March 20 – First Day of Spring
6. Friends and Docent Report of the Jack House Updates (Papp) – 10 Minutes
Ex officio Member Papp was absent at regular meeting but submitted a report for the
committee.
Vice Chair Kincaid summarized the report stating that the docents would like to open the
home for regular season on the second Sunday in April. This will be after the Art after Dark
exhibit on April 7th.
7. Sub-Committee Reports (Settle) – 10 Minutes
a. Strategic Planning (Crotser, Settle, Ulz)
No Report.
b. Collections Committee (Settle, Ulz, Darnell, Sorvetti)
No Report.
8. Member Comments/Communications/Reports (Committee) – 5 minutes
Member Crotser recommends that the committee attend Downtown Concept Planning
meetings.
Meeting adjourned at 6:55 pm to the next Regular Meeting on Wednesday, April 12,
2017 at 5:30 pm at the Parks and Recreation Administration at 1341 Nipomo Street,
San Luis Obispo, CA 93401.
2016-17 Fiscal Year
Reporting Date:3/31/17
Accounting Periods:9
March 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) $ - $ 2,601.12
Jack House Expenditures (Fund 625)
for Construction and Operating
Materials
$ - (975.89)
BUDGET EXPENSES TO-
DATE
BUDGET AVAILABLE
TO SPEND
Total Expenditures
(through MAR. 31, 2017)
City Fund-100 Parks & Recreation (to
be used for JH Promotions) $ 10,500 $ 3,788.56 6,711.44$
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)
1,625.23$
Parks & Recreation Promotions Account Summary
2016-17
(through to MAR. 31, 2017)
ACCOUNT SUMMARY
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
2/16/17 - Jack House Donation $ 100.00
$ 490.00 $ 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
2/16/17 - Cash Receipts $ 591.00
3/06/17 - Cash Receipts $ 100.00
$ 2,024.41
$ 2,601.12
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
8/9/16 - Cash Receipts
Ending Expenditure Balance (March 31, 2017)
(Matching Finance Plus)
1/27/17 - Ca State Board of Equalization
Sub-Total
625.42760 – Interest on Investments
BEGINNING BALANCE
Jack House Fund REVENUES (IN)
Fund 625
Revenues Collected from July 1, 2016 through June 30, 2017
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
9/30/16 - Quarterly Distribution
2/15/17 - Dec 2016 Quarterly Distribution (Q22017)
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
12/16/16 - Credit Card Payment
10/28/16 - Cash Reciept
7/29/16 - Jack House Tours
10/4/16 - Cash Receipts
10/4/16 - Jack House Tours
10/28/16 - Cash Receipts
$ 2,601.12
Ending Revenue Balance (March 31, 2017)
(Includes Accrued Interest. Does not include Petty Cash)
TOTAL JACK HOUSE FUND REVENUE
JACK HOUSE Accounting
STARTING BALANCE $ 10,500.00
REMAINING AVAILABLE BALANCE $ 6,711.44
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
2/24/17 - Toni Kincaid $ 509.87
$ 337.45
$ 3,788.56
(as of March 31, 2017)
$ 3,788.56
3/03/17 - Reimbursement to James Papp (Art After Dark Materials - 17 Receipts in
total)
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
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
Amendments Proposed 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.
Commented [MM1]: City Attorney. Currently evaluating Deed.
Unable to modify at this time.
Commented [MM2]: Recommend keeping 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
Amendments Proposed March 8, 2017
E. All actions of the Committee shall be decided by a majority vote or consensus and shall be
directed through the Committee Chair.
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 Except for 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
Commented [MM6]: Update ex-efficio role
Commented [MM7]: Specify subcommittee purpose/terms
Commented [MM8]: Add volunteer docent group to Article 6
Amendments Proposed March 8, 2017
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
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 APRIL 12, 2017MAY 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.
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 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 coordinator of the volunteer docent group shall serve as ex-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.
F. Minutes of each meeting shall be forwarded to the City Council and be available as a publ ic
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. Except for the ex-officio member (who serves as the coordinator of the volunteer docent
group), 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-Committee 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. 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 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 APRIL 12, 2017
MOTION: ( / ) Approve Jack House Committee bylaws as amended.
Approved: yes: 0 no: 0 absent
____________________________________________
Melissa C. Mudgett, Parks and Recreation Manager
Staff Liaison to the Jack House Committee