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HomeMy WebLinkAbout03-08-17 JHC Minutes 1 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 Final - 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 • March 12 – Daylight Savings Begins 5 • 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. Dave Setterlund, Recreation Supervisor 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.