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HomeMy WebLinkAbout07-19-2017 JHC Agenda Special MtgCity of San Luis Obispo, Agenda, Jack House Committee SPECIAL MEETING Wednesday, July 19, 2017 at 12:00 PM Parks and Recreation Office, 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, Dorothy Sunbye, Eva Ulz and Jeff Whitener 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.WORKSHOP: DISCUSS POTENTIAL POLICY DEVELOPMENT FOR THE ONGOING MANAGEMENT AND OPERATIONS OF THE HISTORIC JACK HOUSE RESIDENCE AND GARDENS (3 hours – Mudgett/Setterlund) 2.PROPOSED CANCELLATION OF AUGUST 9, 2017 REGULAR MEETING (5 minutes - Mudgett) Next Regular Meeting to be held on September 13, 2017 at 5:30 PM, Parks and Recreation Department (1341 Nipomo Street, San Luis Obispo, CA 93401). APPEALS: Administrative decisions by the Jack House Commission may be appealed to the City Council in accordance with the appeal procedure set forth in Chapter 1.20 of the San Luis Obispo Municipal Code. The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities. Please contact the Clerk or staff liaison prior to the meeting if you require assistance City of San Luis Obispo, City Manager Report Date: July 19, 2017 SUBJECT: WORKSHOP: DISCUSS POTENTIAL POLICY DEVELOPMENT FOR THE ONGOING MANAGEMENT AND OPERATIONS OF THE HISTORIC JACK HOUSE RESIDENCE AND GARDENS. Prepared by: Melissa C. Mudgett, Recreation Manager Dave Setterlund, Recreation Supervisor MEETING PURPOSE This Special Jack House Committee Meeting is intended to serve as a workshop to discuss possible policies to be developed and recommended to Council in the future as well as best practices for the ongoing management and operations of the Historic Jack House Residence and Gardens. DISCUSSION Background The Jack House residence and grounds were deeded to the City of San Luis Obispo on March 10, 1975. For the past four decades, the City has benefited from volunteer efforts of the Jack House Committee including tour docents in the preservation of the historic home in a way that enhances and celebrates its place in the historical development of the City San Luis Obispo for the greatest possible public use and enjoyment. In May 2017, the Jack House Committee received a staff presentation reiterating the roles and responsibilities of the City Council, Jack House Advisory Body and Jack House volunteer groups. In effort to establish best management practices for the historic home, Parks and Recreation staff continues to identify and study, the same in historic house management. In conducting this research staff has also observed that there is an opportunity to discuss and draft policies for the operations and management of the House and Gardens. Policy Development Opportunity Staff have had the chance to review some of the legal and policy work that is needed to create a long term sustainable future for the Jack House. Staff have identified several foundational policy issues which should be addressed prior the establishment of any long-term agreements with volunteers. There is currently a policy vacuum between the Grant Deed requirements and the daily maintenance and operations of the House. This is not an uncommon situation for historic homes where dedicated volunteers and staff knew "what to do" when the House was initially acquired. Today, given this policy void, there is uncertainty as well as the potential for miscommunication and differing opinions as to how the House should be operated. Jack House Committee Agenda Report Meeting Date: July 19, 2017 Item Number: _____ 1 1-1 SPECIAL WORKSHOP: POLICY DISCUSSION & MANAGEMENT OF HISTORIC HOUSE Page 2 At this time, Parks and Recreation staff recommends that the Jack House Committee spend the next several months focused on policy development and affirmation of best practices for the future of the House and Grounds. Jack Estate Grant Deed The Historic Jack House was initially acquired nearly 42 years ago. At that time, the grant deed directed the City in the use of the Jack Family residence, gardens, visitors to the historic home and its collections. Below is a summary of the 1975 grant deed covenants and conditions. While the grant deed has provided the City with a solid foundation for the operation of the residence and gardens, at present day staff have identified policy voids which, when developed, could provide additional guidance and support for the daily maintenance and operations of the House. JACK HOUSE COMMITTEE CONVERSATION As stated in its Bylaws, the Jack House Committee is charged with advising the City Council on matters concerning facility use, fees and charges, capital improvements and any other items affecting the House and Grounds. Through review of the Grant Deed and Bylaws (Attachments 1 and 2) staff have identified several topic areas that would benefit from some policies. 1.The House Era 2.The House and Gardens Maintenance 3.The Collections 4.Visitations to the House 5.Preservation of Historic Knowledge and Information 6.Future Fund Raising 1-2 SPECIAL WORKSHOP: POLICY DISCUSSION & MANAGEMENT OF HISTORIC HOUSE Page 3 To help guide conversation in the above areas, some questions are presented below for Jack House Committee members to consider prior to its Special Meeting where discussion of the same will serve at the basic meeting Agenda. 1.How does the Committee want to present the House and its collections to represent the vintage Victorian era (1837-1901)? Should this be, restricted to the period when the original residence was constructed (1878) or the overall era? Should it only be Jack Family heirlooms? Or is it a combination of both appropriate? 2.How should the House and the Garden be maintained? Should a Standards of Care Policy be developed? 3.Is the Committee supportive of developing a Collections Policy? If so, what topics are important to the Committee to be included in this policy? 4.What does greatest public use and enjoyment mean to committee members? To staff a multitude of activities such as docent-led tours, programs, special exhibits, self-guided tours, performances, lecture series/poetry readings, meeting space, special events, Jack House book of the month club, garden tours, introduction of new technology (app), signage, varied collections, Victorian recreation events and extended hours of operation (current hours of operation are approximately 72 hours annually) might be topics of conversation. 5.How should the historic knowledge of the docents and other long time Jack House Committee members as well as Jack Family members be preserved and protected? 6.Is the Committee in support of pursuing new and diverse funding opportunities in addition to the City’s General Fund Support? If so what would that look like to the Committee, keeping in mind that non-profits are more successful being historic home grant recipients than cities? NEXT STEPS The Jack House Committee workshop will be the first step toward a sustainable future for the Jack House residence and gardens in a way in which responds to changing environment while preserving the past. Following the workshop Parks and Recreation staff will identify future topical discussions and the timing for draft policy development and review. Parks and Recreation staff will also continue to research best management practices of historic home and industry best practices, identify experts for training of staff, Committee members and volunteers, and explore connections with Cal Poly. ATTACHMENTS 1.1975 Jack House Grant Deed 2.Jack House Committee Bylaws G:\Everyone\Jack House\JH Committee\Staff Reports\2017\7.19.17 Special Meeting Report v3.docx 1-3 GRA}TT DtsDD FOR VALUABLE CONSfDERATIOIT, receipt of .which is hereby acknotrledged, and subject to the covenants, con,litions, restric- tions and. reservations set forth, vrRGrNrA J. Tr:biAi\r, also knorvn .' as VIjIGII\:IrA ,IACK rllIAi.I, PIilaLLIS Sri\t-TON, also knorvn as PHYLLIS JACK sIliTolv, I/TAIIGARET E. xenTziir,, also knorvn as ITIARGARI;T K;ryE1zEL, GERTRUDE K. KAETZEL, also knorvn as KATTILEEN KAETZEL and GEI?TRUD.E KATIILEEN KAETZEL, i<A?F;LEEII G- voN sTErN, formerly KATTiLEEN G- I\jORIYAND, JUDITH MEYER, formerly JUDITH I<AETZEL, and ITIELBA RET1CI{ER, Grantors, do hereby grant to the cITY oF sAi.I LUrs oBrspo, A j4uNr- crPAL coRPoRATroN, the following described real property in the city of san Luis obispo, county of san Luis obispo, state of California: Coninencing at a point on the southerly line ofHiguera Street South 53" 7' f.iest, One Hundredand eighty-three feet, six inches (183-6/l_2 feet)froni the Southrvest corner of Higuera and isiponaStreets and running thence south 53 o 'l ' West onthe south line of Higuera Street trvo hundred andtwenty-five (225) feet, thence south 36" 53' eastto the line of l.Sarsh Street; thence Northeasterlyalong the line of Irlarsh Street, ilvo hundred. andtrventy-five (225) feet; thence'St right anglesnorthwesterly to Higuera Street and the point ofbeginning and being all that portion of Block 62of the City of San Luis Obispo, occupied as aresidence of R. E- Jack and wife, and extendingfrom Higuera Street to Marsh ,street according totr"o deeds: One made by-II. 'Ir,I. Warden to l.IellieHollister Jack, dated Aujust 6, 1875; and theother made by Thomas Higuera and others on FebruaryIl, 1876 to R. Edgar Jack, and both of record inthe Recorder's Office of San Luis Obispo County,State of California Excepting therefrom that portion thereof conveyedto I'{dnuel F- Lima, et ux. by deed dated September 29,L922, and recorded October 2, L922 in Book L57, Page 4IO of Deeds Also excepting therefrom that portion thereof con-veyed by deed. dated l{ovember 14, L9L7 and recorded November 22, L9L7, in Book 1IB, Page 449 of Deedsto Nicholas F. Schlicht Attachment 1 1-4 Together rvith aII furniture, fixtures, equipment, docu- ments, books an,f other personal property situated in or on saicl real property By the acceptance of this deed, said City of San Luis O):ispo, hereinafter referred to as "City", agrees: .t- t - To keep, preserve and use said real property and the residence situated thereon in a manner rvhicir maintains, enhances and celebrates its place in the historical development of San Luis Obispo 2- To refer to the house and grounds as "The Jack Residence', as a memorial to Robert Edgar Jack and Nellie Hollister Jack, pioneers and. builders, ds well as devoted citizens, of San Luis Obispo City and County- 3 - To maintain the original character of the house as an example of a Victorian vintage residence. General rnaintenaltce and any restoration improvements sha1l be in keeping. rvith the age and period rvhen the original residence was constructed- 4. To care for and preserve existing trees and shrubbery, and to return the gardens as much as,possible to the appearance of the gardens as illustrated in photograpl:s circa 1910-1920 provided by the Grantors 5. To keep the residence and contents thereof adequately insured against loss by fire-,gnd other insurable hazards. 6- To permit, subject to reasonable rules and, regulations, residents of the City and Coun'ty of San Luis Obispo, visitors and. tourists to enter and inspect the residence and, gard.ens and. any displays and exhibits which from time to time nay be pregented- . 7- To appoint a committee of seven (7) members rvhose responsibility shall be to ad.vise the ciLy Council in the X 2- Attachment 1 1-5 .rdnrinistratiotr of The Jack Residence for the greatest Pos:ible >K public use and enjoyment..'-Said committee shall recommend basic -.-, rules and regulations for the use of the residence aud grounds rvhich nlay include, but are not limited to, permitted uses , conditions of use, hours and fees, if any- The.committee sfrall serve rvithout pay and consist of city residents including: (a) One mernber fron the San Luis Obispo Cor.rnty Flistorical Society, (b) one member frcn the faculty of the School of Archi- tecture.ancl Environmental Design, California Pollrtgqhnic State University, preferably an architectural historian- (c) One member from the Ornanental liorticulture faculty of the California Polytechnic State University- (d) One member from the Parks and Recreation Cornmission, (e) flvo members se]ected at large. (f) For a period of trventy (20) years from tl're date hereof, the seventh member of the cornmittee sha1l be an heir of Robert ECAar Jack and Nellie liollister Jack; the city residency requirement may be rvaived for this mqmber. T'nereaft€r, this tneml>er may be selected. at large Committee appointments, tenure and rules of conduct shall be the same as for other advisory bodies to the City Council, p.9. r the Planning Coinmission B. To accept items of'personal -property for the permanent collection of furnishings and. artifacts, only upon majority approval of the Committee- Likervise, to dispose, destroy and give aleay no item of furni.shings or artifacts without majority apprbval of the Comnittee and then only with the approval of the City Council- 9- Should, at any time, the residence be destroyed. by 3- Attachment 1 1-6 fire or other act of cod, to continue to maintairi the real property for park purposes, such park to be known as ,,The ,fack ' park,'- lo- ITot to serr or give away.either the whole, or any part of the real property rn the event of a violation of any of the covenants and. conditions herein cotrtained., or failure to comply therewith, said city, qnd any success:r thereof, shalr forfeit arr title to said real and personal property and, in tire event of any such for_ feiture, title to said real and personal property sharr revert to the descendants by law of intestacy of Robert Edgar Jack and Nellie Hollister Jack, should there be no then knorvn descendants of said. Robert Edgar Jack and Nellie HollisLer Jack, said, property shall vest in the county of san Luis obispo for the uses lerein contained; provided, holever, that if the county should not accept said property or should fail to use it for the purposes set forth herein, title to said. property si:aII then vest in St- Stephen,s Episcopal Church of San Luis Obispo rn consideration of the foreg-oir:g, the grantee herei_n agrees to pay all county, city and special taxes or assessments. which are now a lien upon the rear property and personal property herein described, or r'rhich hereafter.'become a lien upon said real and personal property- Dated this ZO ,day t-:t tt.'url, an ={ i e*///o\ /'/4 ,, n re€-_-- I ls nton l/rnl.-tfu,+,t.' G, i !{r;t ?iltrr.Kathle",-t (9 - von--SEein-"1 a,; ,r**rl;r1.* ,' tJ' . -i: ' '" .i .; ! t -t .-' ,. l- - .. .'--.-, ' ir hvl-il Pia Ty' Kaetzelrgret Attachment 1 1-7 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. Attachment 2 1-8 F. Minutes of each meeting shall be forwarded to the City Council and be available as a pub lic 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 Attachment 2 1-9 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: (Kindaid/Crotser) Approve Jack House Committee bylaws as amended. Approved: yes: 4 no: 0 absent: 1 ____________________________________________ Melissa C. Mudgett, Parks and Recreation Manager Staff Liaison to the Jack House Committee Attachment 2 1-10