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HomeMy WebLinkAbout11-01-17 PRC Agenda PktCity of San Luis Obispo, Agenda, Parks and Recreation Commission Regular Meeting on Wednesday, November 1, 2017 @ 5:30p.m., Parks and Recreation Conference Room, 1341 Nipomo CALL TO ORDER: Chair Avakian ROLL CALL: Commissioners Susan Olson, Keri Schwab, Rodney Thurman and Jeff Whitener Public Comment Period. At this time, you may address the Commission on items that are not on the agenda but are of interest to the public and within the subject matter jurisdiction of the Parks and Recreation Commission. The Commission 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. PRC Meeting Agenda 1. Consideration of Minutes of Regular Meeting of October 4, 2017 2. Oath of Office for Parks and Recreation Commissioner Spector and Commissioner Applegate (City Clerk – 5 minutes) 3. Presentation on Active Transportation in SLO: Active Transportation Manager Adam Fukushima (30 minutes) 4. Presentation of the Project Plan for the Management, Maintenance, and Operations of the Historic Jack House (Mudgett/Setterlund - 30 minutes) 5. Update Parks and Recreation Element and Master Plan Project (Stanwyck/Gershow - 15 minutes) 6. Director’s Report (Stanwyck – 10 minutes) 7. Subcommittee Liaison Reports Committee Liaison Adult and Senior Programming Vacant Bicycle Advisory Susan Olson City Facilities (Damon, golf, pool, joint use) Greg Avakian Jack House Committee Jeff Whitener Tree Committee Rodney Thurman Youth Sports Association Keri Schwab 8. Communications Adjourn to Regular Meeting of December 6, 2017 APPEALS: Administrative decisions by the Parks and Recreation 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. Minutes - DRAFT PARKS AND RECREATION COMMISSION 04 October 2017 Regular Meeting of the Advisory Body Commission CALL TO ORDER A Regular Meeting of the Parks and Recreation Commission was called to order on the 4th day of October 2017 at 5:31 p.m. in the Parks and Recreation Administration Conference Room located at 1341 Nipomo Street, San Luis Obispo, California, by Chair Avakian. ROLL CALL Present: Chair Greg Avakian, Vice Chair Rodney Thurman and Commissioners Susan Olson, Keri Schwab and Jeff Whitener Absent: Commissioner Keri Schwab was tardy, arrived at 5:38 p.m. Staff: Parks and Recreation Director Shelly Stanwyck, Recreation Manager Melissa Mudgett, Associate Planner Rebecca Gershow, Natural Resources Manager Bob Hill PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Cheryl McClain, SLO Resident, said she appreciated that the City now records meeting proceedings. CONSENT AGENDA AND CONSIDERATION OF MINUTES ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE PARKS AND RECREATION COMMISSION FOR SEPTEMBER 6, 2017. 1. Consideration of Minutes CARRIED 4:0:0:1 to approve the minutes of the Parks and Recreation Advisory Body for the regular meeting of 9/6/2017 as motioned by Commissioner Thurman and second by Commissioner Whitener. AYES: AVAKIAN, OLSON, SCHWAB, THURMAN, WHITENER NOES: NONE ABSTAIN: NONE ABSENT: SCHWAB PUBLIC HEARINGS AND BUSINESS ITEMS 2. Consider a Recommendation to Council on the Project Plan for the Parks and Recreation Element and Master Plan Update Director Stanwyck updated the Commission on the changes to the draft project plan for the Parks and Recreation Master Plan and General Plan Element update. Staff Rebecca Gershow said the draft project plan was also circulated to City staff, and is consistent with feedback provided. Changes included: additions to the preliminary stakeholder, clarification of staff DRAFT Minutes – Parks and Recreation Commission Meeting of October 4, 2017 Page 2 roles, addition of Environmental Analysis as a project deliverable and simplifying the draft project schedule. Staff Gershow said the Commission’s guidance tonight will be used to finalize the project plan, move forward with a refinement of the Request for Proposal for consultant selection. Staff Gershow asked the Commission to consider the selection of a Commissioner for participation on the consultant selection team. Director Stanwyck provided a review of Commission correspondence received and staff response; reiterating the focus is on updating the Parks and Recreation Element and Master Plan. Natural Resources Manager, Bob Hill, articulated that the foundational process with any update is to ensure consistency between various elements of the General Plan. Staff Hill added that only passive recreational opportunities (such as hiking, bird watching, bicycle use) are currently allowed within the City’s open space. Staff Gershow provided a more detailed overview of changes in the draft project plan. Public Comment Carla Saunders, SLO Resident, said she has served on various City steering committees (including LUCE, Environmental Quality Task Force, Natural Resource Roundtable). Ms. Saunders asked the Commission to consider publishing a legislative draft to improve public transparency, and with a specific reference to the Open Space ordinance. Staff Hill responded that a legislative draft can sometimes be challenging when there are profound changes to a document. He continued and offered that a preamble in the document, summarizing changes, could be a solution. Director Stanwyck added that reference to Open Space ordinance could be added to the project plan. Director Stanwyck expressed that it is too soon to determine which process or document would be best and that this determination would be made following feedback from the consultant and when having a better understanding of the nature and extent of the update to the respective policy documents. Commission Comments followed Commissioner Whitener disagreed with the reference in the Commission correspondence which indicated the Parks and Recreation Element as “secondary” to other elements in the General Plan. Director Stanwyck said that all adopted Elements in the General Plan are considered equal. Chair Avakian asked when the Open Space and Land Use and Circulation Element (LUCE) were updated. Staff Hill said the Open Space Element was updated in 2006, and the LUCE in 2014. Vice Chair Thurman said a preamble would be helpful and less cumbersome than a legislative draft. CARRIED 5:0:0:0 to recommend that the City Council Approve the Project Plan for the Parks and Recreation Element and Master Plan update as motioned by Commissioner Whitener and second by Commissioner Schwab. AYES: AVAKIAN, OLSON, SCHWAB, THURMAN, WHITENER NOES: NONE ABSTAIN: NONE ABSENT: NONE DRAFT Minutes – Parks and Recreation Commission Meeting of October 4, 2017 Page 3 By consensus, the Parks and Recreation Commission nominated Vice Chair Thurman to serve on the Consultant Selection Team for the Parks and Recreation Element and Master Plan update. 3. Update of the Summer Kids Play Free Golf Pilot Program Staff Melissa Mudgett provided an update of the 2017 Kids Play Free Summer Golf Program. The pilot program was designed to introduce the younger demographic (14 years and u nder) to the game of golf and encourage them to become life-long players of the sport. Staff Mudgett added that during the Kids Play Free pilot program, youth could accompany a paying adult (typically their parents/grandparents) to the golf course and be exposed to the game in a relaxed and encouraging environment. The primary goal of the pilot program was to help build family connections through accessible recreation opportunities. Staff Mudgett spoke about the campaign efforts used in marketing the pilot program. Staff Mudgett said the pilot program resulted in a significant increase of 340% (nearly 4 times the total number of youth golfers) over the same period last year. Staff recommends continuing the pilot program on a modified basis and expanding the program to include weekends, observed holidays and school district breaks to encourage youth to continue playing golf throughout the rest of the year. She concluded that staff will continue to track program participation and anticipate returning to the Commission with program recommendations in the Spring. Public Comment None Commission Comments followed Vice Chair asked what the age was for youth to play alone unattended. Director Stanwyck said the typical age is 12-15 years depending upon their knowledge of the course rules. Receive and File the 2017 Kids Play Free Golf Pilot Program Update. 4. Overview Presentation Impacts of CalPERS Changes on City Fiscal Health Director Stanwyck presented to the Commission information about the City’s Fiscal Health Response Plan. She added that this presentation will be provided to City staff and the public on Thursday, October 5, 2017. Director Stanwyck provided an overview of the California Public Employee Retirement System (CalPERS) changes and the impacts of the increased costs on the City’s fiscal health over the next 10-year period. Director Stanwyck talked about proactive steps the City has implemented in response to this issue, the City’s retirement benefit tiers, City obligations to CalPERS and the interactive process for developing the Fiscal Health Response Plan. Staff will present Council with a Fiscal Health Response Plan for its consideration in December. The following April, Council will approve a strategic budget direction and then adopt a balanced budget in June. Director Stanwyck shared the city email for questions fiscalhealth@slocity.org and information will also be provided on the City’s website at www.slocity.org/fiscalhealth. She concluded, stating that the City is San Luis Obispo remains committed to providing excellent services and continued investment in its infrastructure. Public Comment None. Commission Comments followed Chair Avakian asked how health care costs are factored into this issue. Director Stanwyck responded that health care is a separate negotiated benefit specific to each union group. DRAFT Minutes – Parks and Recreation Commission Meeting of October 4, 2017 Page 4 Director Stanwyck added that the City does not provide the benefit of retirement medical healthcare. Vice Chair Thurman expressed his support of the multifaceted approach to solving the City’s fiscal issues. COMMITTEE COMMUNICATIONS 5. Director’s Report Director Stanwyck provided a brief update of current Parks and Recreation programming and City updates. • September Scramble a HUGE SUCCESS – over 500 registered. Visit Parks and Recreation Facebook page for photos. • Sinsheimer Playground will not be open for the Parks Tour • Employee health monthly initiatives included outdoor aerobics and aqua fitness • Upcoming events: ▪ Night Golf Tonight 10/5 ▪ Ranger Trail Workdays on 10/7 and 10/21 ▪ Ranger Led Hike Bowden Ranch 10/15 ▪ CPRS Fall Forum at the LCC 10/19 ▪ Staff CPR Training on 10/18-10/19 ▪ Pink Golf Tournament on 10/20 ▪ Public Art Maintenance at Oh’ Great Spirit with Rotary Monday Noontime Club 10/21 ▪ Annual Parks Tour 10/27 ▪ Boo Bash at Meadow Park on 10/27 ▪ Gobble Wobble on Thanksgiving LIAISON REPORTS 6. Subcommittee Liaison Reports • Adult and Senior Programming: No report. Liaison position is currently vacant. • Bicycle Advisory Committee: Commissioner Olson said the BAC meets every other month. There was no report. • City Facilities (Damon Garcia, Golf, Pool & Joint Use Facilities): Chair Avakian reported that the Golf Course has done very well with summer programming. Cal Poly and Cuesta College have started classes. Night Golf is tomorrow night, Pink Tournament and Gobble Wobble (proceeds to SLO Food Bank), SLO Throwers fund raiser at the Laguna Lake Golf Course (proceeds used to maintain Laguna Lake Park Disc Golf Course). Pool Recreation Coordinator is currently attending training. • Tree Committee: Vice Chair Thurman said he did not attend the Tree Committee Meeting. Gary Havas, SLO Resident, said he attended the Tree Committee meeting and reported that the tree outside of the Granada Hotel will remain. • Jack House Committee: Commissioner Whitener reported that he missed the Jack House Committee meeting. Staff Mudgett summarized the draft Jack House project plan for developing policies for the management, maintenance and operation of the historic home. • Youth Sports: Commissioner Schwab said the YSA will meet next month. No Report. DRAFT Minutes – Parks and Recreation Commission Meeting of October 4, 2017 Page 5 Commission Communications Parks and Recreation Commissioner interviews are scheduled for the week of October 10th. Chair Avakian and Council Members Gomez and Riviore will serve on the interview panel. Chair Avakian, Vice Chair Thurman, Commissioners Schwab and Whitener will attend the Parks Tour on October 27th. Chair Avakian said the annual Volunteer Appreciation Dinner at the Jack House was a success. Director Stanwyck said the Commission will have an opportunity to adjust the January 2018 meeting date to better accommodate schedules. Chair Avakian said he will be absent for the November 1, 2017 Commission Meeting. ADJOURNMENT The meeting adjourned at 7:07 p.m. to the Special Parks and Recreation Commission Parks Tour scheduled for October 27, 2017 at 8:00 a.m. The next Regular meeting of the Parks and Recreation Commission will be held on November 1, 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 PARKS AND RECREATION COMMISSION: 11/01/17 Parks and Recreation Commission Agenda Report Date: November 1, 2017 SUBJECT: PRESENTATION OF THE PROJECT PLAN FOR THE MANAGEMENT, MAINTENANCE, AND OPERATIONS OF THE HISTORIC JACK HOUSE Prepared by: Melissa C. Mudgett, Recreation Manager Dave Setterlund, Recreation Coordinator RECOMMENDATION As recommended by the Jack House Committee, receive a presentation and provide feedback on the proposed project plan for the management, maintenance, and operations of the historic Jack House residence and gardens. DISCUSSION Background For over four decades, the City has managed and operated the historic Jack House and Gardens for the public’s enjoyment. As is typical with historic homes, the Jack House has had group of dedicated volunteers who have helped with many aspects of the Jack House, sharing it with the community in a way that both enhances and celebrates its place in the historical development of the City San Luis Obispo. Volunteer efforts have included a City Advisory Body (Jack House Committee), as well as docents who have educated visitors during countless tours. Project Plan for Jack House Policy Development Parks and Recreation, along with Public Works Parks Maintenance and Building Maintenance staff, provide the daily management, maintenance and operations of the Jack House. In the review of existing documents, Parks and Recreation staff identified a lack of policy documents which are needed to help guide the city in the sustainable stewardship of the Jack House for future generations. With the guidance of the Jack House Committee and the public’s feedback received to-date, Parks and Recreation staff have drafted a project plan that outlines the scope of policy development project and a preliminary schedule for this research (Attachment 1). The objective of this project is to identify the best way to manage, maintain, and operate the Jack House. The project plan is reflective of feedback received from the Special Workshop held on July 19, 2017 and two public Jack House Committee meetings on September 13, 2017 and October 11, 2017 (Attachment 2). The public will be engaged during this process and the input received will be reflected in the recommendations for the development of policies. Following this research, staff will have a better understanding the community’s priorities for Meeting Date: 11/1/17 Item Number: 4 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). Key project plan components for the ongoing management, maintenance and operations of the historic Jack House and gardens are summarized below. Recommendations for the development of policies will ultimately be considered by the Parks and Recreation Commission and City Council. ADVISORY BODY INPUT 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. 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 regular project updates at standing Committee meetings to keep members apprised of project tasks, upcoming deliverables and to receive Committee input and direction as necessary. NEXT STEPS Parks and Recreation staff will continue to research ethics, standards and industry best practices for the management, maintenance and operations of the home. Throughout this year- long process, summaries of research and community priorities will be presented to the Jack House Committee. Staff anticipates that by the Fall of 2018, recommendations for future policy development critical in accomplishing the ongoing management, maintenance and operations of the Jack House, as well as a proposed timeline for when policies will be taken to the City Council for consideration, will be presented to the Jack House Committee and the Parks and Recreation Commission for discussion and feedback. ATTACHMENT September 2018March 2018October 2017 Research and Foundational Information •Research Ethics, Standards and Best Practices for the management, maintenance & operations of historic resources •Capture institutional knowledge, both in oral & written form Community Engagement •Seek diverse community engagement opportunities to include broad participation •Analyze community input received & develop community priorities related to parks, facilities, programs and activities Development Model for Jack House Management, Maintenance & Operations •Develop recommendations for how to best manage, maintain & operate the Jack House residence & gardens •Identify a list of Policies and timeline for policy development to accomplish the same 1. Jack House Project Plan 2. JHC Staff Reports G:\ADMIN\Parks & Rec Commission\2017\Staff Reports\11.01.17 JH Project Plan\PRC Staff Report_JH Ops Project Plan 11.01.17.docx 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 for the house and garden. 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: 10/12/2017 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. 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. The Jack House Committee will act as the project’s advisory body. 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 recreational 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 1. Summary of Research about Historic Homes Operations 2. Summary of Community Input 3. Recommendations about Management, Maintenance, and Operation s of the Jack House 4. Development of Policies to accomplish the management, maintenance and operation of the Jack House 3 PROJECT ORGANIZATION AND TEAM Project assistance will be provided by a cross-departmental staff team. Project Managers: Dave Setterlund, Recreation Coordinator Melissa Mudgett, Recreation Manager Project Support 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 Friends of Hearst Castle 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, ‘Friends of’ groups (such as Friends of Hearst Castle), schools (teachers and students), etc. A Communications Plan will be developed and identify the project stakeholders and community outreach efforts. Community engagement efforts will follow the City’s adopted Public Engagement and Noticing Manual and will focus on the community’s needs, preferences and priorities related to the Jack House (parks, facilities, programs and activities). A diverse group of stakeholders will be engaged in a variety of ways to encourage participation and input along the 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 of 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 4 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 resources. Research may include, but is not limited to, the review of guidance documents, existing city plans and agreements, Jack House Docent Handbook, etc. Nov 2017 – Jan 2018 A7. Begin ongoing capturing of institutional knowledge, both in oral and written form, through interviews with individuals with historical information about the Jack House and history archive Nov 2017 – Jan 2018 A8. Deliverable #1 - Present summary of research and institutional knowledge captured to-date to the JHC. Research efforts shall be on-going as required. 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. Deliverable #2 - 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. Deliverable #3 - Develop recommendations for how to best manage, maintain and operate the Jack House residence and gardens July 2018 C2. Deliverable #4 - 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 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 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 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 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___ 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 ma tters 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 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 City of San Luis Obispo, Parks and Recreation, 1341 Nipomo Street, San Luis Obispo, CA, 93401-3934, 805.781.7300, slocity.org Date: October 11, 2017 SUBJECT: APPROVE THE 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 Review and approve the project plan for the management, maintenance and operations of the historic Jack House residence and gardens. DISCUSSION Background On September 13, 2017, a draft project plan to develop policies for the ongoing and future management, maintenance and operations of the Jack House was presented to the Committee for its review and feedback. The draft project plan incorporated industry best practices for the stewardship of historic homes and was reflective of the Jack House Committee and volunteer groups’ feedback received from the Special Workshop held on July 19, 2017. The draft plan identified the scope of the project, preliminary schedule and project milestones. The Jack House Committee and public provided staff feedback which helped in refining the project plan. A summary of the feedback received is provided below. Stakeholders Expand Stakeholders to include schools (teachers and students) and Friends Groups (Friends of Hearst Castle)) Community Engagement Continue to seek a variety of ways to solitict communty feedback Present draft Communications Plan prior to Communtiy Engagement Research Support diverse resource materials to include multi-faceted experts, books and on- line resources Meeting Date: Oct 11, 2017 Item Number: __X___ NEXT STEPS Following the Committee’s approval, the Jack House project plan will be presented to the Parks and Recreation Commission for its input on the proposed project plan and future policy recommendations for the management, maintenance and operations of the Jack House residence and gardens. Parks and Recreation staff will continue to research ethics, standards and industry best practices for the management, maintenance and operations of the home and provide monthly Committee updates. Staff will return to the Committee at its February meeting to present a summary of research and a draft communications plan for community engagement. ATTACHMENT Project Plan and Schedule G:\Everyone\Jack House\JH Committee\Staff Reports\2017\10.11.17 Approve Proj Plan\10.11.17 JHC Staff Report_Approve Proj Plan.docx