HomeMy WebLinkAbout02-14-18 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
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REGULAR MEETING
Wednesday, February 14, 2018 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, Committee Members Chuck Crotser,
Bob Gordon, Dorothy Sundbye, Jeff Whitener
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 the Meeting on January 17, 2018
and Financial Reports and Expenditures for January 2018 (Settle – 5
minutes)
2.Project Update: Status of Management, Maintenance, and operations of the
Historic Jack House and Gardens (Project) (Mudgett/Setterlund – 30
minutes)
3.Receive Information: Docents’ status and review of roles and responsibilities
during Project (Mudgett/Setterlund – 15 minutes)
4.Presentation: Staff Report for Parks and Recreation and Agenda Forecast
(Setterlund/Mudgett – 5 minutes)
5.Communications – as needed
Adjourn to Next Scheduled Regular Meeting on March 14, 2018 at 5:30pm at the Parks
and Recreation Offices located at 1341 Nipomo Street, San Luis Obispo, CA 93401.
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, January 17, 2018
CALL TO ORDER: A Special Meeting of the Jack House Committee was called to order on Wednesday,
January 17, 2018 at 5:31 p.m. in the Parks and Recreation Conference Meeting Room, located at 1341 Nipomo
Street, San Luis Obispo, California, by Vice Chair Toni Kincaid.
ROLL CALL: Vice Chair Toni Kincaid, Committee Members Chuck Crotser Bob Gordon, Eva
Fina, and Jeff Whitener
Exofficio Member Marilyn Darnell
TARDY: SUNDBYE 4:08, Whitener 4:15
ABSENT: Committee Member,
STAFF: Dave Setterlund, Recreation Supervisor; Melissa Mudgett Recreation Manager
Member of the Public:
Lois Crotser
Public Comment
N/A
CONSENT AGENDA AND CONSIDERATION OF MINUTES
1.Consideration of the Minutes
ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE JACK HOUSE
COMMITTEE FOR NOVEMBER 9, 2017.
MOTION BY COMMITTEE MEMBER FINA, SECOND BY COMMITTEE MEMBER GORDON, AND
CARRIED 6:0:0:0 to approve the minutes of Regular Meeting of December 13, 2017 as presented.
AYES: KINCAID, GORDON, FINA, WHITENER CROTSER, SUNDBYE
NOES: NONE
ABSTAIN:
ABSENT:
Consideration of Financial Reports and Expenditures
ACTION: APPROVAL OF THE FINANCIAL REPORTS AND EXPENDITURES FOR
DECEMBER 2017, FISCAL YEAR 2017-18
Discussion of museum fee
MOTION BY COMMITTEE MEMBER FINA, SECOND BY COMMITTEE MEMBER SUNDBYE
CARRIED 6:0:0: to approve the October and November 2017 Financial Report as presented.
AYES: KINCAID, GORDON, FINA, CROTSER WHITENER, SUNDBYE
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
Jack House Committee
DRAFT - MINUTES
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2
NOES: NONE
ABSTAIN: NONE
ABSENT:
PUBLIC HEARINGS AND BUSINESS ITEMS
2.Update of Jack House Project Plan (Mudgett/Setterlund – 5 min
Melisa Mudgett delivered a Staff report update regarding the progress of the Project Plan.
Public Comment
None
Committee Comments
Committee engaged staff regarding the timeline of the project.
3.Consideration of the 2018 Jack House Committee Meeting Schedule (Mudgett – 5 Minutes)
Staff Member Mudgett outlined the 2018 meeting dates and asked for the Committee to approve the proposed
schedule.
Public Comment
N/A
Committee Comments
Committee engaged in brief discussion of report.
MOTION BY COMMITTEE MEMBER WHITENER, SECOND BY COMMITTEE CROTSER, CARRIED 6:0:0
to approve the 2018 Committee meeting schedule.
AYES: KINCAID, GORDON, FINA, WHITENER CROTSER, SUNDBYE
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
4.Approve Budget for 2018 Art – After – Dark Program Membership (Darnell/Kincaid – 10 minutes)
Vice Chair Kincaid delivered a report regarding the Art -After-Dark Program and asked for funding of
the Program.
Public Comment
Community Member Lois Crotser- Believes additional monies should be spent on all events
Committee Comments
Committee Members discussed the timing of the Art After Dark program and wondered if the program should
wait until after the current project plan.
Committee Members also discussed the use of Art After Dark to engage, survey and interact with local to solicit
information.
MOTION BY COMMITTEE MEMBER FINA, SECOND BY COMMITTEE CROTSER, CARRIED 6:0:0 to
approve 170 dollars for the Art After Dark Program
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AYES: KINCAID, GORDON, FINA, WHITENER CROTSER, SUNDBYE
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
5.Consider Jack House Docent Report (Darnell – 10 Minutes)
Exofficio Member Marilyn Darnell delivered Docent report.
Public Comment
None
Committee Comments
N/A
6.Staff Report for Parks and Recreation and Agenda Forecast (Setterlund – 5 Minutes)
•New year brings various sports and classes
•Jan. 6 Saturday work Day: Reservoir Canyon
•Jan. 12 Teacher Work Day Camp
•Jan. 14 Ranger Led
•Jan. 18 Snow Night at Farmers Market
•Jan 31 Night Golf
•Feb. Agenda Forecast – Feb. Project plan will be moved to March Agenda
7. Communication – As needed
Member Whitener: Discussed the importance of the financial issues arising within the City.
Member Whitener also expressed the importance of open and honest collaborative communication.
Member Chuck Crotser: Expressed importance of collaborative communication
Member Eva Fina: Expressed the home and gardens is if for the greatest public enjoyment
ADJOURNMENT
Meeting adjourned at 7:03 p.m. to the next Jack House Committee Meeting on Wednesday, December 13, 2017 at
5:30 p.m. at the Ludwick Community Center located at 864 Santa Rosa Street, San Luis Obispo, CA 93401.
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2017-18 Fiscal Year
Reporting Date:2/5/2018
Accounting Periods:7
January 2018
Verified By:Dave Setterlund, Community Services Supervisor
Melissa C. Mudgett, Recreation Manager
Fund Balance Updated at Year-End
15,880.81$
Acct 625-3901
& 625-3032
BUDGET
REVENUES
COLLECTED TO-
DATE
REVENUES
AVAILABLE TO
SPEND
Jack House Revenues (Fund 625) $ - $ 1,270.63
Jack House Expenditures (Fund 625)
for Construction and Operating
Materials
$ - (28.68)
BUDGET EXPENSES TO-
DATE
BUDGET AVAILABLE
TO SPEND
Total Expenditures
(through January 31, 2017)
City Fund-100 Parks & Recreation (to
be used for JH Promotions) $ 10,500 $ (1,763.13)8,736.87$ * PAGE 3 for EXPENDITURE DETAIL
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)
1,241.95$
Parks & Recreation Promotions Account Summary
2017-18
(through to January 31, 2017)
ACCOUNT SUMMARY
* PAGE 2 for REVENUE DETAIL
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JACK HOUSE Accounting
PAGE 2
$ -
$ 0.18
$ 30.07
$ 0.31
$ 30.25
$ 105.00
$ 54.00
138.00$
$ 297.00
625.58100 – Food Sales Non-Taxable
$ -
625.58110 – Merchandise Sales Taxable $ 28.37
$ 25.00
Sub-Total Sales Revenue: $ 25.00
625.58120 – JH Revenue (Tours)
$ 194.90
$ 212.00 Sub-Total: $ 28.68
$ 100.00
$ 95.00
$ 97.48 $ -
$ 9.00
$ 210.00
$ 28.68
$ 28.68
$ 918.38
$ 1,270.63
89140.7789 Cost of Materials for Resale
1/26/2018 - State Board of Equalization
Ending Expenditure Balance (Jan 31, 2017)
(Matching Finance Plus)
TOTAL JACK HOUSE FUND EXPENDITURES
Sub-Total
Sub-Total Non-Taxable Revenue:
12/18/17 - Finance Interface (to be moved to 58120)
7/28/17 - JH Tours
10/26/17 - JH Tours
12/18/2017 - JH Tours (Finance Interface)
$ 1,270.63
Ending Revenue Balance (Jan 31, 2017)
(Includes Accrued Interest. Does not include Petty Cash)
TOTAL JACK HOUSE FUND REVENUE
Sub-Total Tours Revenue:
10/13/17 - JH Tours (Finance Interface)
8/23/17 - JH Tours
10/23/17 - - JH Tours (Finance Interface)
10/13/17 - Donation
12/18/17 - (Reference #01000419886)
Sub-Total Donations:
Expenditures (through July 1, 2017 - June 30, 2018)
89140.7227 Contract Services
10/27/17 - State Board of Equalization - Collection of Back Sales Tax
Q1-18 Distribution
Q2-18 Distribution 12/31/17
Sub-Total Interest Earned:
625.47010 – Other Contributions (Donations)
7/28/17 - Donation
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 Fund - FULL REVENUE DETAIL
Account 625-89140
BEGINNING BALANCE $ -
9/22/17 - JH Tours
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JACK HOUSE Accounting
PAGE 3
STARTING BALANCE $ 10,500.00
60280.7244 Promotions
$ 9.95
$ 55.74
$ 86.72
$ 253.09
$ 125.00
$ 16.74
$ 2.49
$ 13.34
$ 17.03
$ 20.97
$ 26.84
$ 41.69
$ 70.63
$ 89.33
$ 93.11
$ 196.29
1/12/18 - FR 60100.7283 $ 25.87
1/19/18 - Us Bank $ 10.95
1/19/18 - Docent (M. Darnell) $ 443.37
1/19/18 - Mission Linen (d. dinner) $ 84.00
1/19/18 - Docent (T. Kincaid) $ 39.99
1/26/18 - Docent (T. Kincaid) $ 39.99
$ 1,763.13
(as of Jan 31, 2018)
$ 8,736.87
12/15/17 - Docent Dinner (R. Ogden)
12/15/17 - Docent Dinner (R. Ogden)
12/15/17 - Docent Dinner (R. Ogden)
Jack House Operations - City General Funds - EXPENDITURES
Parks & Recreation Operating Budget Jack House Account - FULL EXPENDITURE DETAIL
11/17/17 - Reimbursement to Lois Crotser (Docent)
12/15/17 - Smart and Final: Docent Dinner
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)
12/15/17 - Docent Dinner (R. Ogden)
12/15/17 - Docent Dinner (R. Ogden)
12/15/17 - Docent Dinner (R. Ogden)
12/15/17 - Cost Co: Docent Dinner ( dessert)
12/15/17 - Smart and Final Dinner
12/15/17 - Posh Party Supplies: Jack House Dinner (flatware and plates)
8/18/17 - PRP Companies (Printing - JK Docent Handbook)
10/20/2017 - American Alliance of Museums Membership
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City of San Luis Obispo, Parks and Recreation, 1341 Nipomo Street, San Luis Obispo, CA, 93401-3934, 805.781.7300, slocity.org
Date: February 5, 2018
SUBJECT: RECEIVE A STATUS REPORT ON THE PROJECT FOR THE
MANAGEMENT, MAINTENANCE, AND OPERATIONS OF THIS
HISTORIC JACK HOUSE AND GARDENS
Prepared by: Melissa C. Mudgett, Recreation Manager
Dave Setterlund, Recreation Supervisor
RECOMMENDATION
Receive and file an update on the Project Plan for the Management, Maintenance, and
Operations of the Historic Jack House and Gardens.
DISCUSSION
Reminder Regarding Project Strategy and Scope
The project plan for the management, maintenance, and operations of the Jack House was
approved by the Jack House Committee, with input from stakeholder groups, in October 2017.
The objective of the Project is to identify the best way to manage, maintain and operate the
Historic Jack House and Gardens in a sustainable way into the future. To accomplish this, the
first phase requires research of industry best practices and standards for historic home
management. It also includes review of existing policies and documents for the Jack House.
The second phase will focus on identifying the community’s priorities for the Jack House
which will be solicited through a variety of public engagement activities. Following the
research and prioritization phases of this project, staff will then make recommendations to the
Committee and Council about the management, maintenance, and operations of the Historic
Jack House and Gardens for the future.
Status of Phase 1 - Research
A staff intern was hired in January 2018 to assist in the research and gathering of data about
historic home management. A list of approximately 75 local, state, and national historic
homes/museums has been compiled. The research is focused on historic home operations,
maintenance, funding, organizational structures, public accessibility, and any special
programming.
This initial research has identified that the operations and/or maintenance of city-owned
historic homes by non-profit or “Friends” groups is the preferred industry standard and model
with approximately 90% of the homes researched thus far fitting into this category. Research
has also identified some other historic home operational models that include a life-estates,
long-term leases or mixed use of a historic building. Research is ongoing as staff continues
Meeting Date: Feb. 14,2018
Item Number: __2___
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to analyze sustainable operational models for the Jack House. At the March 14, 2018 Jack
House Committee meeting, Parks and Recreation staff will present a summary of the research
to-date including a summary of institutional knowledge captured, recommended operational
models to survey residents on, and the next steps for soliciting the community’s feedback.
Project Plan Tasks and Schedule
Provided for the Committee’s reference is an excerpt from Page 4 of the project plan
outlining the project phases, general tasks, deliverables and due dates. Items lined through
have been completed.
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.
Dec 2017 – Feb 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
Dec 2017 – Feb 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.
Mar 14, 2018
B. COMMUNITY ENGAGEMENT
B1. Develop Communications Plan for JHC review and feedback Mar 14, 2018
B2. JHC approval of Communications Plan April 18, 2018
B3. Seek diverse community engagement opportunities to include broad participation
from youth - seniors: open houses, workshops, interviews and surveys
May 2018 - July 2018
B4. Analyze community input received and develop community priorities related to
parks, facilities, programs and activities.
May 2018 – July 2018
B5. Deliverable #2 - Staff present summary of community input and analysis of priorities
to JHC.
Aug 8, 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
Sept 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
Oct 2018
C3. Identify the timeline for policy development and when policies will be taken to
Council for consideration.
Nov 2018
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City of San Luis Obispo, Parks and Recreation, 1341 Nipomo Street, San Luis Obispo, CA, 93401-3934, 805.781.7300, slocity.org
Date: February 5, 2018
SUBJECT: RECEIVE INFORMATION ABOUT DOCENTS’ STATUS AND
REVIEW OF ROLES AND RESPONSIBILITIES DURING PROJECT
TO ANALYZE MANAGEMENT, MAINTENANCE, AND
OPERATIONS OF THE HISTORIC JACK HOUSE (PROJECT)
Prepared by: Melissa C. Mudgett, Recreation Manager
Dave Setterlund, Recreation Supervisor
RECOMMENDATION
Receive information about Docents’ status and review roles and responsibilities during Project
study time.
DISCUSSION
Background
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 (Attachment 1). At a later workshop on July 19, 2017, the
Jack House Committee then discussed topic areas that could benefit from future policy
development. This 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. From these public meetings, a Project Plan was developed to help the
Parks and Recreation Department identify policies for the ongoing management, maintenance,
and operations of the Historic Jack House and Gardens. Until the project is concluded, and
recommendations considered by the City Council, the existing roles and responsibilities for
these identified groups would remain as currently performed.
Refresher on Existing Roles and Responsibilities
The management and operations of the Historic Jack House and Gardens are made possible
by various volunteer groups, city staff, advisory body and the City Council. Charts outlining
the roles and responsibilities assigned to these groups are provided below.
Meeting Date: Feb. 14,2018
Item Number: __3__
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The City Council adopt policies regarding the Historic Jack House and Gardens and approve
budget allocations and/or capital improvement projects. Council serves as both owner and
regulator of the historic home. The Parks and Recreation Department is responsible for the
daily operations, facility rentals, and support for approved uses of the home and gardens which
included fiscal management, marketing and promotions of the home, and management of
historic issues and resources. Parks and Recreation staff serve as liaisons to Jack House
Committee. Other City supporting this community asset include Public Works which provides
both building and parks maintenance, and the Police Department who patrols the park,
provides law enforcement and neighborhood safety.
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The Docents, a volunteer group, provide the public with guided, seasonal tours of the Jack
House interior and grounds, guide permitted special tours (such as weddings and school visits)
and propose exhibits to enhance tour experiences and expenditures for tour-related
programming. The Friends of the Jack House is also a volunteer group that was formed to
help support fundraising and programming. Friends of the Jack House propose programming
to the Jack House Committee for consideration. In 2017, Friends of the Jack House
coordinated a monthly Art-After-Dark program at the Jack House. Lastly, the Jack House
Endowment Fund is a Community Foundation Managed Fund that makes donations to the
City to benefit Council-Approved Jack House interior projects.
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Interim Jack House Operations during closure and 2018 Season
The Jack House and Gardens are annually closed from January to April to allow for
maintenance of the grounds and the house. During this closure period, Parks and Recreation
staff coordinates the annual carpet cleaning and dusting of the home to prepare for the Spring
reopening. Parks Maintenance and Building Maintenance staff also use this time to rejuvenate
the grounds and provide any minor repairs.
On January 18, 2018 the Parks and Recreation Department and the Jack House Committee
received notification that several Docents would be “stepping back” from participating in
Docent activities until the Project was completed. To better understand the former Docent
President’s (Marilyn Darnell) email resigning as President and informing staff of this change,
staff met with Ms. Darnell, along with Kathi Settle, Toni Kincaid, Dorothy Sundbye and Lois
Crotster on January 25th. At this time, staff is unaware of any other Docents stepping forward
to assume the role of President and any other vacated role.
Slight Change to Current Roles
Given the uncertainty with the Docents availability for tours at this time and the Friends of
the Jack House no longer producing Art After Dark, staff have identified some options for the
2018 “season” that are achievable within existing staff resources and budgets.
•Traditional Mother’s Day. Staff will produce and put on the traditional Mother’s Day
event and will additionally develop informational brochures to provide to the public
about the House and assist in self-guided house tours.
•Sunday Afternoon Tours. Staff will provide support and information for self-guided
tours on Sundays.
•Special Tours for Schools & Weddings. Staff will respond to requests for school tours
and other special tours provide them based on availability.
Staff will be evaluating how this added responsibility is functioning and will make
adjustments based on user feedback and resource availability as is done with all Parks and
Recreation Programs on an ongoing basis.
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