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HomeMy WebLinkAbout07-19-17 JHC Special Meeting Minutes 1 Minutes - Final 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. Director 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 2 Minutes - Final 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. 3 Minutes - Final 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 Maureen 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. 4 Minutes - Final 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 Approved by Recreation Supervisor Dave Setterlund