HomeMy WebLinkAbout09-13-2017 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
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REGULAR MEETING
Wednesday, September 13, 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,
Dorothy Sundbye, Eva Ulz, 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.Consideration of the Meeting Minutes of Regular Meeting on May 10, 2017, June 14, 2017
and July 19, 2017. (Settle – 5 minutes)
2.Consideration of Financial Reports and Expenditures for May 2017 and June 2017, Fiscal
Year 2016-17 and July 2017 and August 2017, Fiscal Year 2017-18 (Settle – 5 minutes)
3.Review and Provide Feedback on the Draft Project Plan for the Development of Policies for
the Management, Maintenance and Operations of the Jack House (Mudgett/Setterlund – 45
minutes)
4.Consider Docent Programing (October-December 2017), Budget and Update (Darnell – 15
minutes)
5.Consider Friends of the Jack House Update (Papp) – 5 minutes
6.Staff Report for Parks and Recreation and Agenda Forecast (Setterlund) – 2 minutes
7.Communications – as needed
Adjourn to Next Regular Scheduled Meeting on October 11, 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, May 10, 2017
CALL TO ORDER: Chair Kathi Settle
ROLL CALL: Vice Chair Toni Kincaid, Committee Members Chuck Crotser, Bob
Gordon, Dorothy Sundbye, Eva Ulz, Jeff Whitener
Ex Officio Committee Member Marilyn Darnell
ABSENT: None
STAFF: Shelly Stanwyck, Parks and Recreation Director, Melissa Mudgett,
Recreation Manager and Dave Setterlund, Recreation Supervisor
Guests: Marilyn Darnell, Docent President, James Papp, Friends of the Jack
House President (via telephone)
Public Comment:
Guest Marilyn Darnell expressed displeasure with the handling of Jack House
objects by
the carpet cleaning company. Parks and Recreation Director, Shelly Stanwyck
articulated
that staff was working on resolving the performance issue with the contract and that
contract review and assessment of penalties for damages incurred as a result of this
work
will be reviewed.
Consent Agenda:
1. Consideration of the Minutes of Jack House Committee Meeting on March 8, 2017
MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE
MEMBER ULZ, CARRIED 7-0 to approve the regular meeting minutes of March 8, 2017 as
amended.
AYES: 7
NOES: 0
ABSTAIN: 0
ABSENT: 0
Jack House Committee
DRAFT - MINUTES
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2.Consideration of April 2017 Financial Reports
Member Crotser expressed his desire for a new reporting format for Jack House financials.
Member Kincaid asked about Committee support for the Art After Dark program. Member
Ulz clarified that the Friends of the Jack House group paid for the annual membership into the
Art After Dark Program. Staff Mudgett added that the Committee approved the Art After
Dark program through to December 2018 and that Committee funds have paid for exhibition
materials which become property of the Jack House following exhibition.
MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER
GORDON, CARRIED 7-0 to approve the April 2017 financial reports.
AYES: 7
NOES: 0
ABSTAIN: 0
ABSENT: 0
Public Hearings / Business Items:
3.Discussion about Future Jack House Volunteer Agreements
Parks and Recreation Director, Shelly Stanwyck, presented to the Committee and provided a
brief background and history of the Jack House, current roles and responsibilities of the City,
Committee and various volunteer groups. She detailed the need to memorialize the long-standing
relationships into partnership agreements that clearly define responsibilities. She added that staff
will working to identify operational best practices for historic Homes. She concluded that
partnership agreements will be developed with existing volunteer groups and historic
preservation professionals.
Public Comment
Maurine Titus, Jack House Docent, said she is pleased to see the City involved with the home.
Committee Comments
Member Ulz asked about the Cultural Heritage Committee’s role with the house. Director
Stanwyck responded that the CHC serves a role in the historic determination of the home and
providing guidance for historic preservation. Member Ulz added that the City is now a Certified
Local Government. Member Ulz also shared that the Historic House Trust of New Your City
has several example agreements and would be an outstanding resource for staff.
Member Crotser agreed that partnership agreements would be helpful. Director Stanwyck agreed
that partnership agreements would provide clarity to the roles and responsibilities for all
involved.
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Chair Settle added that historical best practice training will help groups learn about the proper
care of the house.
Member Sundbye asked about historic home research to-date. Director Stanwyck responded that
the process has just begin and staff are in the early data collection phase.
4.Review of the 2017 – 18 Itemized Jack House Budget
Staff Setterlund presented to the Committee an itemized budget for 2017-18 Jack House
Programming. Staff Mudgett explained that new programing is not included within the
itemized budget.
Public Comment
Lois Crotser, Jack House Docent, asked for clarification if all spending for events had to be
brought before the Committee for approval. Staff Mudgett responded affirmatively.
Committee Comment
Member Crotser asked for clarification on the various Jack House budgets. Staff Mudgett
explained that the revenue account receives funding from tours and that the Committee can
spend in proportion to what is collected. She added that the Community Services division of
Parks and Recreation also has funding set aside for Jack House programming, historically in
the amount of $10,500. Staff Mudgett said that these funds are used for programming,
marketing, training, events, exhibit materials, etc. as the Committee approves. She concluded
that remaining funds in this operating account at the end of the fiscal year are returned to the
City’s general fund balance.
5.Receive Update of Historic Preservation of Jack Family Photographs
Friends of the Jack House President, James Papp, participated in conversation via telephone.
Mr. Papp stated that there are three local companies that could provide a review and
assessment of photograph preservation needs. They are the SLO History center, a photo shop
on Marsh Street and Forest Dowed (who was recommended by Cal Poly. Mr. Papp said that
based upon experience and knowledge of historic preservation methods he would recommend
soliciting Mr. Dowed for a proposal.
Public Comments
Maureen Titus, Jack House Docent, expressed concern about roles and responsibilities of the
photo preservations projects and that City staff should take the lead on this project. Mr. Papp
responded via telephone that Committee previously assigned him the task of reviewing works
on paper and to solicit a restoration proposal.
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Marilyn Darnell, Jack House President, stated the house looks less like a “home” without
photographs.
Member Ulz suggested that the process not be rushed, and that the duty of the Jack House
Committee is not only the address present needs but also the future of the home.
Committee Comments
Member Crotser inquired about the total cost of the proposal. Mr. Papp said that cost is
unknown until the condition of the framed material is known.
Vice Chair Kincaid recommended Parks and Recreation be part of the proposal process and
in developing the scope of work.
Member Gordon praised Forest for his outstanding work.
Chair Settle recommended City staff establish a priority list for the restoration efforts and
would like to see photographs of the Jack Family addressed first. Mr. Papp reminded the
Committee that is approved a priority list at a previous meeting. He added that the priority
list could be reviewed again at a subsequent Committee meeting.
6. Jack House Docent Updates
Docent President, Marilyn Darnell, reported that the docents made the news and an update to
the City’s website. She asked staff about the process of getting a National Register plaque for
the Jack House. She suggested the Committee consider advertising with the SLO Chamber
of Commerce. Mrs. Darnell commented that a banner sign, visible from the street, would be
helpful in attracting passer-byers for tours. She added that the Docent Handbook will be
provided to the docents at the May 11 the meeting.
Mrs. Darnell provided the Committee with an update on docent programming. She said that
the Mother’s Day tour will focus on Nellie Hollister Jack. June will utilize focus on Captain
Jack for Father’s Day. Mrs. Darnell added that she personally owns 70 letters from Jack which
she will loan to the Jack House for this event. Expenses for June programming will be largely
for storyboard materials. July programming will highlight personal letters about strawberries.
Mrs. Darnell asked if the City could provide strawberries for this event.
Public Comment
Lois Crotser, Jack House Docent, expressed that the docents were extremely unhappy with
the appearance of the house. Chair Settle expressed sympathy and asked for patience as the
Jack House Committee and City staff embark on the assessment and restoration of
photographs.
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Committee Comments
Member Sundbye asked about marketing this event to the public. Mrs. Darnell responded that
program themes can be shared with the public. Staff clarified that once the Committee
approves programming, City staff will market events through website, print materials, and
social media.
Member Crotser asked if there are ways to make the house more welcoming. Director
Stanwyck responded that city staff would need to assess the property to see what can be safely
hung on the walls. Member Ulz suggested the Committee use this time to take the opportunity
to display art during the restoration process.
Bob Gordon suggested contacting Katchy Andrews, the Jack Family heir, to see if she has
items she’d like to display in the home.
7. Friends of the Jack House Update
Member Ulz read the Friends of the Jack House update authored by James Papp.
Friends member appreciation and recruitment event. Originally it was conceived in
association with the flower show, but several of us determined that by the time the committee
approved this, it would be too late to send out invitations, so I suggest this motion be “for a
Friends appreciation and recruitment event or events at a time or times to be determined with
the community service and events supervisor, fees to be waived in furtherance of the
fundraising and programming role of the Friends.”
A tea in the garden and tour of the house for eight, which was auctioned to benefit the History
Center at its October 2016 gala, in very partial recompense for all the help it has given the
Friends and the Parks Department in developing programs. Discussions with the purchaser (a
Point San Luis Lighthouse super docent) are for June of July, so motion “for a tea in the Jack
Garden and tour of the Jack House for eight, at a time or times to be determined with the
community service and events supervisor, fees to be waived in recognition of the Histo ry
Center’s services to the Jack House.”
Order of Minor Historians, a local history group, would like to do a barbeque in the Jack
Garden and have a tour of the house and a talk on Jack matters Tuesday evening, June 20.
Motion “for a barbeque in the Jack Garden, tour of the Jack House, and talk about the Jack
economic and political interests, Tuesday evening 20 June 2017, arrangements to be
determined with the community service and events supervisor, fees to be waived as a program
furthering the educational mission of the house.”
The History Center is organizing a historic foodways week in collaboration with Sarah
Lohman, the author of Eight Flavors: The Untold Story of American Cuisine. We have the
opportunity to be the capstone event with a barbeque in the garden on Sunday, July 16.
Motion, “for a barbeque in the Jack Garden Sunday 16 July 2017 as part of the History
Center’s historic foodways week, arrangements to be determined with the community service
and events supervisor, fees to be waived as a program furthering the educational mission of
the house.”
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Public Comment
None
Committee Comments
Vice Chair Kincaid asked if docents would be required for these events to provide tours.
Member Ulz responded that these events would not require docents to lead tours.
Vice Chair Kincaid also asked if the docent scheduler needs to schedule volunteer for the Art
After Dark events on the first Friday evenings of the month. Member Ulz responded that Art
After Dark does not require docents to lead tours.
8.Parks and Recreation Update and Agenda Forecast
Staff Setterlund provided a brief report on Parks and Recreation Department programming.
May 1, Summer Classes and Activities Registration Opens
May 6, Parent/Grandparent and Child Golf Tournament
May 13, Monster Skate and American Red Cross Life Guard Training
May 14, Mother’s Day Concert at the Jack House and Ranger Led Hike: Dowden
Ranch (Bowden)
May 20, Saturday Work Day with Rangers
May 29, Observance of Memorial Day – City offices will be closed
Staff Mudgett presented to the Committee the agenda forecast for the June 14th meeting.
9.Member Comments/Communications/Reports (Committee) – 5 minutes
Jack House Committee Members welcomed Jeff Whitener, Parks and Recreation Commission
liaison, to the Committee.
Meeting adjourned at 7:45 pm to the next Regular Meeting on Wednesday, June
14, 2017 at 5:30 pm at the Parks and Recreation Administration at 1341 Nipomo
Street, San Luis Obispo, CA 93401.
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Regular Meeting- Parks and Recreation Office
1341 Nipomo Street, San Luis Obispo
Wednesday, May 10, 2017
CALL TO ORDER: Chair Kathi Settle
ROLL CALL: Vice Chair Toni Kincaid, Committee Members Chuck Crotser, Bob
Gordon, Dorothy Sundbye, Eva Ulz, Jeff Whitener
ABSENT: Vice Chair Toni Kincaid, Members: Dorothy Sundbye, and Jeff Whitener
STAFF: Dave Setterlund, Recreation Supervisor
Guests: James Papp, Friends of the Jack House, Docent Don Calarius, Docent
Lois Crotser, Docent Maureen Titus
Public Comment:
Guest: Expressed concern that Exifico Member Darnell is not permitted to sit at the
Dias
Consent Agenda:
1. Consideration of the Minutes of Jack House Committee Meeting on March 8, 2017
MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER
GORDON, CARRIED 7-0 to approve the regular meeting minutes of May 10, 2017 as
amended.
Member Crotser: Corrected spelling of Forrest Doud on page 1-3
Member Ulz; Noted, that all reference to Darnell should excluded the titles Miss, Ms, or Mrs.
Ulz explained on PG 4 item 6 all identified titles need to be removed.
Member Gordon: Stated the spelling of Gail Johnson
Member Crotser: Requested clarity on page 1-5 item 7.
AYES: Crotser, Gordon, Settle, Ulz
NOES: 0
ABSTAIN:
ABSENT: Kincaid, Sundbye, Whitener
2.Consideration of April 2017 Financial Reports
Jack House Committee
DRAFT - MINUTES
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MOTION BY COMMITTEE MEMBER CROTSER, SECOND BY COMMITTEE
MEMBER ULZ, CARRIED 4-0 to approve the April 2017 financial reports.
Chair Settle: Noted it is unclear what the sum 509. 00 if for on the Second Page 2 -2 the sum
509.00
Staff Setterlund: Remarked he research and report back at the next meeting
AYES: Crotser, Gordon, Settle, Ulz
NOES: 0
ABSTAIN: 0
ABSENT: Kincaid, Sundbye, Whitener
Public Hearings / Business Items:
3.Election of Chair and Vice Chair
Chair Settle: Stated that both the Chair and Vice Chair are willing to continue in their position.
Public Comment
Committee Comments
MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER
GORDON, CARRIED 4-0 to approve the election of Chair Kathi Settle and Vice Chair Toni
Kincaid.
AYES: Crotser, Gordon, Settle, Ulz
NOES: 0
ABSTAIN: 0
ABSENT: Kincaid, Sundbye, Whitener
3.Review and Adopt 2017-2018 Jack House Promotions and Marketing Plan (Setterlund)
Public Comment
Committee Comments
Member Crotser: Expressed approval of the document
Chair Settle: Looked for clarity as to who would carry out the duties within the Marketing Plan.
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Staff Setterlund: Clarified what staff is currently doing in regards to promoting via internal
Marketing Specialist and how that could relate to the marketing plan.
MOTION BY COMMITTEE MEMBER ULZ, SECOND BY COMMITTEE MEMBER
CROTSER, CARRIED 4-0 to approve.
AYES: Crotser, Gordon, Settle, Ulz
NOES: 0
ABSTAIN: 0
ABSENT: Kincaid, Sundbye, Whitener
4.Presentation of 2018 Jack House Facility Reservation Requests
Staff Setterlund: Walked Committee Members through the 2018 calendar with committee
Public Comment
Docent Member Titus: Mentioned that Christmas 2018 will also take place on the first two
Saturdays of December and request the committee reserve both Saturdays.
Committee Comment
Member Ulz: Requested to open the Jack House in April
Chair Settle: Requested to reserve the first Friday of every Month.
Member Ulz: Asked if it would be possible to reserve the entire day for the first Friday.
Member Crotser: Asked for the Final Calendar to be brought back to the Committee
5.Discussion of Art After Dark Program Expenditures
Staff Setterlund: Stated that he had nothing new to report.
Public Comments
Guest Crotser: Would like to see Friend ask for funds monthly
Committee Comments
Member Ulz: Expressed interest in a motion that would clarify the roles more clearly
Chair Settle: Wanted clarification as to who was in charge of programing.
Member Crotser: proposed a motion that would have Friends of the Jack House pay for both
the membership for Art After Dark as well as the supplies.
Member Ulz: Explained that Friends have offered to pay the membership for Art After Dark
but have not offered to pay for the supplies for Art After Dark. Member Ulz, also remarked
that it is important not to think of the expenses for Art After Dark as not the three hours the
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event takes place but as a means to drive people to the home for the period that the exhibition
is on display.
Member Crotser: Request the City develop a proposed budget for the Art After Dark
program.
Staff Setterlund: Will provided the itemized budget to the Jack House Committee. Budget
may need further massaging.
Member Crotser: Requested to review the Friends budget
Member Gordon: Expressed concern with the Friends ability to exist and raise funds
6.Consider Docent programing (July-December 2017)
Staff Setterlund: Walked Committee through Darnell’s report and remind group the funding
for June was approved
Public Comment
Friends Representative Papp: Declared the flow chart provided by Parks and Recreation
clearly shows that the Friends of the Jack House are responsible to program the Home.
Representative Papp expressed that the Friends want a unified approach and do not want to
compete with Docent to program the home.
Member Crotser: How should new programing be presented from groups other than friends
Friends Representative Papp: If a groups or individual have ideas for programing they are
welcome to share with Friends and Friends will work to implement programing if programing
is deemed valuable for the Jack House.
Member Crotser: Asserted that Parks and Recreation needs to take programing into
account when creating agreements. Member Crotser believed that there isn’t an issue with
two groups creating programing if they can work cohesively.
Guest Titus: Stated that the Committee is getting to far ahead and needs to postpone
programing until agreements are agreed upon.
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Committee Comments
Chair Settle: Stressed the role of the docents are to recruit, train, educate, and provide tours.
Chair Settle emphasized the new docent manual as a great resource and tool to help provide
education to the public.
Member Ulz: Emphasized the importance of docents recruiting, training, educating and
giving tours. Member Ulz also pointed out the importance of a united front when offering
program. Member Ulz indicated concern over two separate groups offering programing.
Member Crotser: Detailed that the definitions of programing need to be specified within the
agreement.
Member Ulz: Stressed the importance of being responsible stewards of the Jack House.
MOTION BY COMMITTEE MEMBER CROTSER, SECOND BY COMMITTEE
MEMBER ULZ, CARRIED 4-0 to approve to continue item.
AYES: Crotser, Gordon, Settle, Ulz
NOES: 0
ABSTAIN: 0
ABSENT: Kincaid, Sundbye, Whitener
7. Friends of the Jack House Update
Friends Representative Papp: Sought to clarify that the Friends are not a 501c3 and that the
bylaws of the Friends states that the Friends are a programing and fundraising group.
Art After Dark for Friday, June 2, 2017 featured the California Garden Clubs Inc. placement
flower show and included tours of the Garden till dusk. Publicized through the Arts Obispo
blogs, tribune, and SLO happenings, the event attracted 68 visitors, our best performance this
year and in line with our higher drawing evenings last year.
Friends Representative James Papp has been working with Community Services and Events
Supervisor Dave Setterlund on a programming agreement between the Friends and the
Department of Parks and Recreation. When it is ready, it will be presented to the Friends’
board and Parks and Recreation Director Shelly Stanwyck for approval
Public Comment
Committee Comments
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Chair Settle: Believes there is a huge opportunity for both Friends in Docents to work together
to continue to move forward.
8.Parks and Recreation Update and Agenda Forecast
Staff Setterlund provided a brief report on Parks and Recreation Department programming.
•June 1 – Pix on Peaks 2.0
•June 2 – Friday Night Skate
•June 3 - Volunteer Ranger workday: South Hills
•June 12 – JR Ranger Camp, Rec Swim,
•June 17 – Volunteer Ranger Workday: Irish Hills
•June 19 – Kid Adventure Camp
•June 25 – Ranger led hike
•June 26 – Summer Skate Camp
•June 29 – Hikes with Hounds
Staff Setterlund presented to the Committee the agenda forecast for the July 12th meeting.
9.Member Comments/Communications/Reports (Committee) – 5 minutes
Crotser: old business
Member Crotser: Wants clarity from city attorney regarding the bylaws and a status report on
works on paper.
Meeting adjourned at 6:252 pm to the next Regular Meeting on Wednesday, June
14, 2017 at 5:30 pm at the Parks and Recreation Administration at 1341 Nipomo
Street, San Luis Obispo, CA 93401
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Minutes - DRAFT
19 July 2017
Special Meeting of the Advisory Body Committee
CALL TO ORDER
A Special Meeting of the Jack House Committee was called to order on the 19th day of July 2017 at
12:07 p.m. in the Parks and Recreation Administration Conference Room located at 1341 Nipomo
Street, San Luis Obispo, California, by Chair Settle.
ROLL CALL
Present: Chair Kathi Settle, Vice Chair Toni Kincaid, Committee Members Chuck Crotser, Bob
Gordon, Dorothy Sundbye, Eva Ulz and Jeff Whitener, Ex-officio member Marilyn Darnell
Absent: Vice Chair Kincaid, Committee Member Sundbye
Staff: Parks and Recreation Director Shelly Stanwyck, Recreation Manager Melissa Mudgett,
Recreation Supervisor Dave Setterlund
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
Donn Clarius, Jack House Docent, praised Committee Member Darnell for her work at the Jack House.
He offered to put together a program focusing on the Victorian Age and the Jack House as a Victorian
Treasure for our City. He offered to conduct a Civil War sing-along during the upcoming civil war
reenactment event.
CONSENT AGENDA
NONE
PUBLIC HEARINGS AND BUSINESS ITEMS
1. DISCUSS POTENTIAL POLICY DEVELOPMENT FOR THE ONGOING
MANAGEMENT AND OPERATIONS OF THE HISTORIC JACK HOUSE
RESIDENCE AND GARDENS.
Parks and Recreation Director Shelly Stanwyck provided an overview of the Special Jack House
Committee Meeting as it 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. Direction Stanwyck added that staff
have reviewed existing policies and identified several foundational policy issues which should be
addressed prior to the establishment of any long-term agreements with volunteers. Recreation Manager
Melissa Mudgett and Recreation Supervisor Dave Setterlund identified several topic areas for the
JACK HOUSE COMMITTEE
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Minutes - DRAFT
Committee to discuss and provide further direction for staff. Staff Mudgett asked Committee Members
to consider the following questions and then led the conversation on these topics.
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?
By consensus, the Committee recommended pursuing flexibility in the presentation of the Jack
Family residence and its collections in a way which represents the period of significance for
the Victorian Era with an emphasis on the Jack Family’s contributions and connections in the
historical development of San Luis Obispo.
Staff to return at future meeting with themes, that influence a flexible presentation of the house
to include the Jack Family, Victorian Era (1830-1900) and the historic significance of SLO.
2.How should the House and the Garden be maintained? Should a Standards of Care Policy
be developed?
By consensus, the Committee recommended developing a Collections Policy to include the
application of a Standards of Care plan for determining the hierarchy of care and in guiding
conversations about priorities of use and how that occurs, and in defining which articles are
intended for use and which are intended to last forever.
Staff to return at a future meeting with recommendations for an updated inventory of the Jack
House collections and the development of a Standards of Care plan.
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?
By consensus, the Committee recommended engaging and consulting professionals in future
development of a draft Collections Policy for the Jack House with an emphasis on training.
Staff to return at a future meeting with recommendations for a draft Collections Policy
addressing the scope of the collection, acquisition and deaccessioning process, collections
care, access and use, staff and volunteer training, and insurance/risk management of the
collection.
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.
Director Stanwyck informed the Committee that the Historic Jack House will be a city facility
included in a comprehensive review as part of the future Parks and Recreation Element
Update, Needs Assessment and Master Plan.
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Minutes - DRAFT
By consensus, Committee encouraged activation of the park to broaden visitation and
expanding public outreach in effort to determine what programming and activities meet the
“greatest public use and enjoyment”.
Staff to return at future meetings to keep the Committee apprised of progress relating to the
Parks and Recreation Element update, Needs Assessment and Master Planning process. Staff
to return at a future meeting with recommendations for additional public outreach intended to
survey the public about their “wants/needs” for the Jack House.
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?
By consensus, the Committee recommended a focus on preservation of Jack Family history in
a format that is long-lasting, such as written and archived hard copies. The Committee
recommended identifying individuals with historical knowledge of the Jack House to serve as
interviewers/interviewees.
Staff to return at a future meeting with recommendations for the creation of an institutional
archive; including both oral history and written documentation.
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?
By consensus, the Committee recommends pursuing local service clubs for in-kind volunteer
work, fiscal sponsorships through non-profit groups for educational programming or
development of plans, and identifying specific projects for fund raising purposes.
Staff to return at a future meeting with a recommendation for the creation of a Fundraising
Strategy for historic preservation of the Jack House.
Public Comment
Public comment during the Special Workshop was received by community members Donn Clarius,
James Papp, Penny Rappa and Marilyn Titus on the topics listed above.
Director Stanwyck concluded the workshop by applauding the productive dialog and the sharing of
information and knowledge. She added that more information will be forthcoming in the next several
months. Director Stanwyck expressed her appreciation for the volunteers attending the workshop and
the Committee’s desire to set up the Jack House in a sustainable manner.
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Minutes - DRAFT
2. ACTION: CANCELLATION OF AUGUST 9, 2017 JACK HOUSE COMMITTEE
REGULAR MEETING
CARRIED 5:0:0:2 to Recommend the cancellation of the August 9, 2017 Jack House Committee
Regular meeting, Motion by Committee Member Ulz, Second by Committee Member Whitener.
AYES: SETTLE, CROTSER, GORDON, SUNDBYE, ULZ, WHITENER
NOES: NONE
ABSTAIN: NONE
ABSENT: KINCAID, SUNDBYE
COMMITTEE COMMUNICATIONS
Committee Member Whitener reiterated that the role of the Jack House Committee is to advise the
City Council on matters concerning the facility use, fees and charges and capital improvement projects.
He asked that other items not pertaining to the Committee’s role be addressed directly with staff and
not at the Committee level.
ADJOURNMENT
The meeting adjourned at 2:37 p.m. to the next regular Jack House Committee Meeting scheduled for
13, September 2017 at 5:30 p.m., in the Parks and Recreation Department Conference Room located
at 1341 Nipomo Street, San Luis Obispo, California.
APPROVED BY THE JACK HOUSE COMMITTEE ON 9/13/2017
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2016-17 Fiscal Year
Reporting Date:9/5/2017
Accounting Periods:11-12
May - June 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) $ - $ 3,233.86
Jack House Expenditures (Fund 625)
for Construction and Operating
Materials
$ - (1,661.75)
BUDGET EXPENSES TO-
DATE
BUDGET AVAILABLE
TO SPEND
Total Expenditures
(through June 30, 2017)
City Fund-100 Parks & Recreation (to
be used for JH Promotions) $ 10,500 $ 5,063.47 5,436.53$
(through to June 30, 2017)
ACCOUNT SUMMARY
JACK HOUSE Accounting
Monthly Account Reporting of Revenues and Expenditures
JACK HOUSE FUND BALANCE
Jack House Account Summary
REVENUES (From July 1, 2016 - June 30, 2017)
(Note: Dates are when posted by Finance Dept., not dates of transaction)
EXPENDITURES (From July 1, 2016 - June 30, 2017)
1,572.11$
Parks & Recreation Promotions Account Summary
2016-17
2-1
JACK HOUSE Accounting
$ -
$ 4.26
$ 22.45
$ 52.53
$ 30.21
$ 109.45 $ 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 $ 13.56
$ 490.00 $ 10.74
625.58100 – Food Sales Non-Taxable
No Activity $ 211.30
$ -
Sub-Total: $ 1,651.92
625.58110 – Merchandise Sales Taxable
$ 60.00 $ 4.10
5/18/2017 - Cash Reciept - Books $ 37.00 $ 5.73
$ 20.00 $ 9.83
Sub-Total Sales Revenue: $ 117.00
625.58120 – JH Revenue (Tours) $ 1,661.75
$ 400.00 $ 1,661.75
$ 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
5/18/17 - JH Mother's Day Tour Books $ 190.00
5/18/17- JH Tours $ 48.00
5/18/17 - Cash Reciepts $ 100.00
6/12/2017- JH Tour $ 30.00
6/12/2017-JH Tour $ 15.00
6/12/17- JH Tours $ 20.00
6/12/17- JH Tours $ 90.00
$ 2,517.41
$ 3,233.86
$ 468.83
Jack House Fund EXPENDITURES (OUT)
Account 625-89140
BEGINNING BALANCE $ -
625.42760 – Interest on Investments
BEGINNING BALANCE
Jack House Fund REVENUES (IN)
Fund 625
Revenues Collected from July 1, 2016 through June 30, 2017
12/16/16 - Credit Card Payment
12/16/16 - Credit Card Payment
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)
12/21/16 - Stockton Family Donation
12/21/16 - Jack House Donation
Sub-Total Interest Earned:
625.47010 – Other Contributions (Donations)
7/29/16 - July Donation Jar
9/8/2017- Quartherly distribution (Q42017)
3/31/17- Quartherly distribution (Q32017)
12/16/16 - Credit Card Payment
12/16/16 - Credit Card Payment
12/16/16 - Credit Card Payment
12/16/16 - Credit Card Payment
10/4/16 - Jack House Donation
10/28/16 - Cash Reciept
12/16/16 - Credit Card PaymentSub-Total Donations:
4/28/17 - Reimbursement to Darnell (Exhibit Materials: Jack Travel. 9
receipts total)
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
$ 3,233.86
Ending Revenue Balance (June 30, 2017)
(Includes Accrued Interest. Does not include Petty Cash)
TOTAL JACK HOUSE FUND REVENUE
Sub-Total Tours Revenue:
6/12/2017 - JH Wash House Sales 5/31
8/24/16 - Cash Receipts
8/8/16 - Cash Receipts
9/19/16 - Cash Receipts
8/9/16 - Cash Receipts
4/28/17 - Fed Ex, Printing of Docent Handbook
89140.7789 Cost of Materials for Resale
1/27/17 - Ca State Board of Equalization
7/28/17 - Ca State Board of Equalization
Sub-Total
Sub-Total Non-Taxable Revenue:
TOTAL JACK HOUSE FUND EXPENDITURES
Ending Expenditure Balance (June 30, 2017)
(Matching Finance Plus)
2-2
JACK HOUSE Accounting
Parks & Recreation Promotions
Account - FULL DETAIL
STARTING BALANCE $ 10,500.00
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
$ 509.87
$ (509.87)
$ 337.45
$ 42.88
$ 23.68
$ 900.00
$ 91.58
$ 145.80
6/23/17 Norton Signs $ 96.98
6/16/17 - US Bank Mother's Day $ 6.74
6/16/17 - US Bank Mother's Day $ 21.53
6/16/17 - US Bank Mother's Day $ 26.98
6/16/17 - US Bank Mother's Day $ 128.61
6/16/17 - US Bank Mother's Day Cake $ 300.00
$ 5,063.47
(as of June 30, 2017)
$ 5,436.53
5/12/17- Mother's Day Cal Poly Jazz Band
5/19/17 - Mother's Day FedEx Poster
5/26/17- Mother's Day Flowers (Bob Gordon)
4/7/17 - Correction of Charge to appropriate account (#100-3032)
REMAINING AVAILABLE BALANCE
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
3/03/17 - Reimbursement to James Papp (Art After Dark Materials - 17 Receipts in
total)
12/16/16 - Credit Card
12/16/16 - Credit Card
4/7/17 - Reimbursement to James Papp (Art After Dark ) Art Central
4/7/17 - Reimbursement to James Papp (Art After Dark) Michael's
12/16/16 - Credit Card
Jack House Promotions City General Funds - EXPENDITURES
2/24/17 - Toni Kincaid
2-3
2017-18 Fiscal Year
Reporting Date:9/5/2017
Accounting Periods:1-2
July - Aug 2017
Verified By:Dave Setterlund, Community Services Supervisor
Melissa C. Mudgett, Recreation Manager
Fund Balance Updated at Year-End
14,338.91$
Acct 625-3901
& 625-3032
BUDGET
REVENUES
COLLECTED TO-
DATE
REVENUES
AVAILABLE TO
SPEND
Jack House Revenues (Fund 625) $ - $ 199.90
Jack House Expenditures (Fund 625)
for Construction and Operating
Materials
$ - 0.00
BUDGET EXPENSES TO-
DATE
BUDGET AVAILABLE
TO SPEND
Total Expenditures
(through May 31, 2017)
City Fund-100 Parks & Recreation (to
be used for JH Promotions) $ 10,500 $ (405.50)10,094.50$
JACK HOUSE Accounting
Monthly Account Reporting of Revenues and Expenditures
JACK HOUSE FUND BALANCE
Jack House Account Summary
REVENUES (From July 1, 2017 - June 30, 2018)
(Note: Dates are when posted by Finance Dept., not dates of transaction)
EXPENDITURES (From July 1, 2017 - June 30, 2018)
199.90$
Parks & Recreation Promotions Account Summary
2017-18
(through to June 30, 2018)
ACCOUNT SUMMARY
2-4
JACK HOUSE Accounting
$ -
$ -
$ 105.00
$ 105.00
625.58100 – Food Sales Non-Taxable
$ -
625.58110 – Merchandise Sales Taxable
Sub-Total Sales Revenue: $ -
625.58120 – JH Revenue (Tours)
$ 94.90
Sub-Total: $ -
$ -
$ -
$ -
$ 94.90
$ 199.90
625.42760 – Interest on Investments
BEGINNING BALANCE
Jack House Fund REVENUES (IN)
Fund 625
Revenues Collected from July 1, 2017 through June 30, 2018
Jack House Fund EXPENDITURES (OUT)
Jack House Account - FULL DETAIL
Account 625-89140
BEGINNING BALANCE $ -
Expenditures (through July 1, 2017 - June 30, 2018)
89140.7227 Contract Services
Sub-Total Interest Earned:
625.47010 – Other Contributions (Donations)
7/28/2017 - Donation
Sub-Total Donations:
89140.7789 Cost of Materials for Resale
7/28/17 - JH Tours
$ 199.90
Ending Revenue Balance (Aug 31, 2017)
(Includes Accrued Interest. Does not include Petty Cash)
TOTAL JACK HOUSE FUND REVENUE
Sub-Total Tours Revenue:
Ending Expenditure Balance (Aug 31, 2017)
(Matching Finance Plus)
TOTAL JACK HOUSE FUND EXPENDITURES
Sub-Total
Sub-Total Non-Taxable Revenue:
2-5
JACK HOUSE Accounting
Parks & Recreation Promotions
Account - FULL DETAIL
STARTING BALANCE $ 10,500.00
60280.7244 Promotions
$ 9.95
$ 55.74
$ 86.72
$ 253.09
$ 405.50
(as of Aug 31, 2017)
$ 10,094.50 REMAINING AVAILABLE BALANCE
Account 100.60280.7244
Total Expenditures:
Expenditures (from July 1, 2017 through June 30, 2018)
8/18/17 - Credit Card Purchase (Staples - Printing, JH Programs, Darnell)
8/18/17 -Credit Card Purchase (Staples - Printing ,JH Programs, Darnell)
8/18/17 - James Papp (Reimb Art After Dark supplies)
8/18/17 - PRP Companies (Printing - JK Docent Handbook)
Jack House Promotions City General Funds - EXPENDITURES
2-6
JACK HOUSE
2017-18 Approved Budget 10,500$
ITEMIZED BUDGET - Historic and/or Conceptual
Marketing/Promotions Proposed Budget
Print (Tribune, NewTimes, etc.)1,000$
Social Media (Facebook, Instagram, City Website, Etc.)300$
Brochures, Rack Cards, Guidebooks, Flyers, Signs 300$
Interpretive Garden Signage 800$
Services
Piano tuning 250$
Carpet Cleaning 450$
Materials
City-Sponsored Programs
Mother's Day 1,200$
Victorian Games 400$
Victorian Christmas 600$
Halloween 500$
Docent Appreciation Dinner 1,400$
Other Programming & Exhibits
Art After Dark 600$
Consultant Services
Preservation of Historic Photographs 1,000$
Professional Services for Programming & Exhibits 900$
Training (Historic, Tours, Safety, etc.)800$
Budget Total 10,500$
(events, music, linens,
exhibit materials, etc.)
* Does Not Include the Proposed 2017 Docent Programming totalling $5,280
2-7
City of San Luis Obispo, Parks and Recreation, 1341 Nipomo Street, San Luis Obispo, CA, 93401-3934, 805.781.7300, slocity.org
Date: September 13, 2017
SUBJECT: REVIEW AND PROVIDE FEEDBACK ON THE DRAFT PROJECT
PLAN FOR THE MANAGEMENT, MAINTENANCE, AND
OPERATIONS OF THE HISTORIC JACK HOUSE
Prepared by: Melissa C. Mudgett, Recreation Manager
Dave Setterlund, Recreation Supervisor
RECOMMENDATION
Provide feedback to staff on the draft Project Plan for the management, maintenance, and
operations of the historic Jack House residence and gardens.
DISCUSSION
Policies in support of the management, maintenance, and operations of the Jack House are
needed today to support its future. At the Special Workshop of the Jack House Committee on
July 19, 2017, the Committee discussed topics that could be used to develop policies in support
of the ongoing management, maintenance, and operations of the historic Jack House residence
and gardens.
A summary of the Committee’s feedback from the Special Workshop is provided below.
The House Era
•Pursue flexibility in the
presentation of the Jack
Family residence & its
collections in a way which
represents the period of
significance for the
Victorian Era with an
emphasis on the Jack
Family’s contributions and
connections in the
historical development of
SLO
The House and
Gardens Maintenance
•Develop a Collections
Policy to include the
application of a Standards
of Care plan for
determining the hierarchy
of care & in guiding
conversations about
priorities of use & how
that occurs, and defining
which articles are intended
for use & which are
intended to last forever
The Collections
•Engage and consult
professionals in future
development of a draft
Collections Policy for the
Jack House with an
emphasis on training and
risk management of the
collection
Meeting Date: Sept 13, 2017
Item Number: __3___
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PROJECT PLAN
Staff has drafted a project plan that follows industry best practices for operational analysis as
well as incorporates the Jack House Committee and volunteer groups’ (Attachment 1 – Draft
Project Plan). The draft plan identifies the scope of the project and a preliminary schedule.
Research will be conducted to provide a foundation for identifying the best practices for
managing, operating and maintaining a historic home. Research will identify what is typically
done in other cities with their historic homes? Is the management, maintenance and operations
predominately done by staff or a nonprofit or volunteers? Or is it some combination there of.
Following this research, staff will help the Jack House better understand the community’s
priorities for this historic resource using community engagement to gather input regarding the
needs, preferences and priorities related to the Jack House (parks, facilities, programs and
activities). Along the way research and community priorities and eventually
recommendations about the management, maintenance, and operations of the Jack House will
be presented to the Jack House Committee and when appropriate the Parks and Recreation for
discussion and feedback.
ADVISORY BODY INPUT
Serving as the advisory body to the City Council on matters concerning the Jack House
facility’s use, fees and capital improvement projects, the Committee plays an integral part in
shaping the future of parks and recreation programs. The Jack House Committee will act as
the project’s advisory body; providing the necessary guidance and feedback to staff. Parks
and Recreation staff will provide monthly project updates at standing Jack House Committee
meetings to keep Committee members apprised of project tasks, upcoming deliverables and
to receive Committee input and direction as necessary.
The Parks and Recreation Commission’s purview is to review and approve all matters
associated with city parks, facilities and recreational programming. As the Jack House is both
a City facility and park, the Parks and Recreation Commission will be given the opportunity
review and provide input on the proposed project plan and future policy recommendations for
the management, maintenance and operations of the Jack House residence and gardens.
Visitations
to the House
•Encourage activation of
the park to broaden
visitation and expand
public outreach in effort
to determine what
programming and
activities meet the
“greatest public use and
enjoyment”
Preservation of
Historic Knowledge &
Information
•Focus on preservation of
Jack Family history in a
format that is long-
lasting, such as written
and archived hard copies.
•Identify individuals with
historical knowledge of
the Jack House to serve as
interviewers &
interviewees
Future
Fund Raising
•Pursue local service clubs
for in-kind volunteer
work, fiscal sponsorships
through non-profit groups
for educational
programming or
development of plans.
•Identify specific projects
for fund-raising purposes
3-2
NEXT STEPS
Based on the feedback and direction received, a final Project Plan will be presented to the
Committee for its review and approval at its next meeting in October.
ATTACHMENT
Draft Project Plan and Schedule
G:\Everyone\Jack House\JH Committee\Staff Reports\2017\9.13.17 Draft Project Plan_Policy\JHC Staff Report_Draft Project Plan
9.13.17.docx
3-3
1
Project Plan : Management, maintenance, and operations
of the Historic Jack House and Gardens
Four Decades of Jack House Stewardship by the City and Volunteers
The Historic Jack House and Gardens (collectively referred to as “The Jack House”) were deeded to
the City of San Luis Obispo on March 10, 1975. For over four decades, the City has managed,
maintained, and operated the Jack House consistent with the general terms of the Grant Deed. As is
typical with historic homes and gardens, the Jack House has had dedicated volunteers who have
helped with many aspects of the public’s enjoyment of the Jack House. V olunteer efforts have
included a City Advisory Body, the Jack House Committee, as well as docents who have educated
visitors during countless tours. Staff and volunteers have focused on 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
Increasing Complexities Associated with Historic Home Stewardship
Over time, as frequently occurs with historic homes, volunteers and staff have come and gone and
with them so too has gone knowledge about why an activity was done in a certain way. In the case of
the Jack House, like so many historic homes, the “original” volunteers and staff knew the “why” as
well as the how and when the why evolved and changed . In the 40 plus years since the City received
the Jack House – it has gotten older; historic preservation guidelines have become more complex and
applicable to not just the Jack House but its contents. As a result, the management, maintenance,
and operational responsibilities associated with the Jack House have gotten more complicated and
require definition by Council to guide the future of the Jack House.
A Variety of Topics Needing Policies for the Future Management, Maintenance, and Operations
In May 2017, the Jack House Committee received a staff presentation clarifying the roles and responsibilities
of the City Council, Jack House Committee, Jack House volunteers, and staff with respect to the Jack House.
At a Workshop on July 19, 2017, the Jack House Committee discussed topic areas that could benefit from
future policy development. Those areas were:
1.The Jack House Era to be used.
2.The Jack House maintenance standards.
3.The treatment of the interior collections.
4.The nature and extent of visitations to the Jack House.
5.How to best preserve historic knowledge and information about the Jack House.
Last Updated:
PURPOSE
The purpose of this Project Plan is to identify policies for the ongoing management, maintenance, and
operations of the Historic Jack House and Gardens. The plan will include prioritized actions to effectively use
limited financial resources. The public will be engaged in the development of these policies which will
ultimately be considered by Council.
Attachment 1
3-4
2
6.The potential for future funding mechanisms for maintenance and operations of the
Jack House.
The Jack House Committee workshop was the first step towards development of future policies and
processes to help guide the management, maintenance, and operations of the historic home.
PROJECT STRATEGY AND SCOPE
The objective of this project is to identify the best way to manage, maintain, and operate the Jack
House. To accomplish this objective the following will occur:
(1) the management, maintenance, and operational practices for historic homes will be researched.
(2) the community’s priorities for the Jack House within the context of all parks and recr eational
needs will be assessed
(3) Policies that guide the management, maintenance and operations of the Jack House will be
developed
Research of Historic Home Management, Maintenance and Operations
A thorough review of models for historic homes’ management, maintenance, and operational
practices will serve as the foundation for this project. City staff will identify operational best
management practices and industry standards for historic house management that focus on
preservation of Jack Family history. A survey of existing city policies, plans, and Jack House documents
will occur. To document the Jack House history and to capture institutional knowledge (in both oral
and written form), individuals with historical information about the Jack House will be identified to
serve as interviewers and interviewees. This information will be used as foundational blocks in the
development of the policies for the management, maintenance, and operations of the Jack House.
Community Priorities for the Jack House
Input about the Community’s priorities for the Jack House will be solicited and evaluated within the
context of all parks and recreation. Engagement activities may include open houses, workshops,
interviews and surveys to ensure participation and input from a diverse cross-section of the
population; from youth to seniors.
Development of Policies
for the Management, Maintenance, and Operations of the Jack House
Following the research and prioritization phases of this project staff will make recommendations
about the management, maintenance and operations of the Jack House for the future. Draft policies
to carry out the same will be developed. All policies prior to adoption will follow the normal advisory
body review process and will ultimately need Council approval prior to implementation.
DELIVERABLES
✓ Summary of Research about Historic Homes Operations
✓ Summary of Community Input
✓ Recommendations about Management, Maintenance, and Operation s of the Jack House
✓ Development of Policies to accomplish the management, maintenance and operation of the
Jack House
PROJECT ORGANIZATION AND TEAM
Project Managers: Dave Setterlund, Recreation Coordinator
3-5
3
Melissa Mudgett, Recreation Manager
Project Team:
1.Parks and Recreation Devin Hyfield
2.Public Works – Bldg. Maint Andrew Collins
3.Public Works – Parks Maint Jeff Hendricks
4.Community Development Brian Leveille
Consultation as needed:
City Attorney
Risk Management
SLO History Center
Cal Poly
Other Historic Homes
COMMUNITY ENGAGEMENT
Input will be solicited from community members and stakeholders (such as but not limited to: the Jack
House Committee, Parks and Recreation Commission, Jack House Docents, Friends of the Jack House,
Jack Family Trust, Downtown Association, San Luis Obispo History Center, Cal Poly and neighbors of
the Jack House) following the City’s adopted Public Engagement and Noticing Manual and will focus
on their needs, preferences and priorities related to the Jack House (parks, facilities, programs and
activities). Stakeholders will be engaged to provide input along th e way. Components of the
community engagement may include the following.
• Survey (online and/or in person)
•Open City hall updates with questionnaires or strategic questions
•Communication through the use a social media
•E-updates—email outreach to generate interest, maintain participation, and develop mailing list
•City web page/project page regular updates
•Special Workshops, Open Houses, Focus Groups - depending on input needed
GENERAL PROJECT TASKS AND SCHEDULE
A. RESEARCH AND FOUNDATIONAL INFORMATION
A1. Community Workshop to discuss potential policy developments July 19, 2017
A2. Develop Draft Project Plan for Jack House Management, Maintenance and Operations
of the Jack House
August 2017
A3. Jack House Committee (JHC) preliminary review of draft project plan and provide
feedback
Sept 13, 2017
A4. JHC approval of refined Project Plan Oct 11, 2017
A5. PRC review of plan and provide feedback
Nov 1, 2017
A6. Research Ethics, Standards and Best Practices for the management, maintenance and
operations of Historic Homes. Review guidance documents, existing city plans and
agreements, Jack House Docent Handbook, etc.
Nov 2017 – Jan 2018
3-6
4
A7. Capture Institutional knowledge in oral and written form through interviews with
individuals with historical information about the Jack House and history archive
Nov 2017 – Jan 2018
A8. Present summary of research and capture of institutional knowledge to the JHC. Feb 14, 2018
B. COMMUNITY ENGAGEMENT
B1. Develop Communications Plan for JHC review and feedback Feb 14, 2018
B2. JHC approval of Communications Plan March 14, 2018
B3. Seek diverse community engagement opportunities to include broad participation
from youth - seniors: open houses, workshops, interviews and surveys
March 2018 - May
2018
B4. Analyze community input received and develop community priorities related to
parks, facilities, programs and activities.
March 2018 – May
2018
B5. Staff present summary of community input and analysis of priorities to JHC June 13, 2018
C. DEVELOPMENT MODEL FOR THE MANAGEMENT, MAINTENANCE AND
OPERATIONS OF THE JACK HOUSE
C1. Develop recommendations for how to best manage, maintain and operate the Jack
House residence and gardens
July 2018
C2. Identify a List of Policies that Need to be Developed to accomplish the Management,
Maintenance and Operations of the Jack House
Aug 2018
C3. Identify the timeline for policy development and when policies will be taken to
Council for consideration.
Sept 2018
Supervisor Sign Off: Date:
3-7
JHD Report September 2017 to JHC by Marilyn Darnell, given by VP Toni Kincaid
1.2017 “Tour enhancements” – Oct., Nov., Dec. : (costs were given in June)
October 22 : At this time of year people are generally interested in going to
cemeteries and so the idea is to have 2 docents at San Luis Cemetery (2pm – 3PM
or 3:30pm) to tell guests about the Jack family at their gravesites, while 2 docents
are at the Jack House, as usual, to offer tours – guests of either can be directed to
the other. (September: no cost anticipated)
November: “Jack Family Textiles” on display (doilies, runners, dresser scarves,
bedspread, pillows, tablecloths) – expert requested for handling textiles, docents
interested in assisting. November: $250
December: (First 2 Saturdays (5-8PM) and Sundays (1-4PM)
Roaring 20s Christmas (use a font of the 1920s!)
Continuing this year’s focus on Ethel Jack (1879 – 1966) – She lived in the Jack
House the longest. The 1920s began with the death of her mother, having lost her
“papa” 4 years earlier. Socially, the 20s were roaring and before the decade
ended Ethel crossed the sea for a European vacation of a lifetime in 1928, as
displayed by the trunk room, her memorabilia and personal letters on display.
This Christmas the Jack House will focus on the 1920s decorating as families
traditionally do even to this day mixing the old (Victorian) with the new (1920).
Pictures of life in SLO during the decade are being sought to enhance the
experience.
Will the City offer refreshments and personnel for hosting?
Will the JHC have members participating, such as manning the door and taking
money?
Suggestion: make a special ticket the size of a business card or bookmark using a
font of the 1920s for these Christmas tours that will serve also as a memento as
well as advertising of the historic Jack House. December: $500
2.As of August 28, 2017 we became short one docent as Donn Clarius has
taken a leave of absence.
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3.It is requested that the JHC approve accessioning of these linens to be used
in and, as in outreach, for the Jack House instead of Jack linens so Jack
textiles are preserved and used for display only. It is suggested that these
linens be tagged or marked with an appropriate identification to set them
apart from Jack textiles the same be recorded to become a collection in and
of themselves. [A committee of docents (Marilyn D., Dorothy and Toni)
thoughtfully chose the linens before you that a friend of Marilyn’s acquired
and offered to the Jack House after hearing of our need. They came from a
ranch in Sonoma and many are 100 years old.]
4.A status report is requested regarding the NRHP plaque for the Jack House
[stating it is in the National Register of Historic Places for the contributions
of Mr. Jack to the “commerce” and “development” of SLO. It is understood
a sample is circulating (attached).]
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4-3