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Home My WebLink About06-14-17 JHC Minutes 1 Regular Meeting- Parks and Recreation Office 1341 Nipomo Street, San Luis Obispo Wednesday, June 14, 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 Final - MINUTES 2 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. 3 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 4 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. 5 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 6 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 Approved Minutes Recreation Supervisor Dave Setterlund