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HomeMy WebLinkAbout05-10-17 JHC Minutes 1 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 Final - MINUTES 2 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 Maureen 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. 3 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. Marilyn Darnell, Jack House President, stated the house looks less like a “home” without photographs. 4 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. 5 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 History 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.” 6 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 o ffices 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. Approved by Recreation Supervisor Dave Setterlund