HomeMy WebLinkAbout05-09-2018 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
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REGULAR MEETING
Wednesday, May 9, 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
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 of March 14, 2018 and
Financial Reports and Expenditures for March 2018 (Kincaid – 5 minutes)
2.Consideration of Sunday Rentals (Setterlund – 5 minutes)
3.Presentation: Staff Report to Provide an Update of the Management,
Maintenance and Operational Analysis of the Jack House Project (Setterlund
–20 minutes)
4.Presentation: Staff Report for Jack House 2018 Season Programming
(Setterlund – 20 minutes)
5. Presentation: Staff Report for Parks and Recreation Department and Agenda
Forecast (Setterlund/Mudgett – 5 minutes)
6. Communications – as needed
Adjourn to Next Regular Meeting on June 13, 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.
1
Regular Meeting- Parks and Recreation Office
1341 Nipomo Street, San Luis Obispo
Wednesday, March 14, 2018
CALL TO ORDER: A Regular Meeting of the Jack House Committee was called to order on Wednesday,
March14, 2018 at 5:31 p.m. in the Parks and Recreation Conference Meeting Room, located at 1341 Nipomo
Street, San Luis Obispo, California, by Chair Kathi Settle.
ROLL CALL: Chair Kathi Settle, Committee Members Chuck Crotser, Bob Gordon, and
Dorothy Sundbye
TARDY: None
ABSENT: Vice Chair Kincaid
STAFF: Dave Setterlund Recreation Supervisor; Melissa Mudgett Recreation Manager
Public Comment
No public comment
CONSENT AGENDA AND CONSIDERATION OF MINUTES
1.Consideration of the Minutes
ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE JACK HOUSE
COMMITTEE FOR FEBRUARY 14, 2018.
MOTION BY COMMITTEE MEMBER SUNDBYE, SECOND BY COMMITTEE MEMBER GORDON,
AND CARRIED 4:0:0:1 to approve the minutes of Regular Meeting of February 14, 2017 as presented.
AYES: SETTLE, CROTSER, SUNDBYE, GORDON
NOES: NONE
ABSTAIN: NONE
ABSENT: KINCAID
Consideration of Financial Reports and Expenditures
ACTION: APPROVAL OF THE FINANCIAL REPORTS AND EXPENDITURES FOR
FEBRUARY 2018, FISCAL YEAR 2017-18
MOTION BY COMMITTEE MEMBER SUNDBYE, SECOND BY COMMITTEE MEMBER CROTSER
CARRIED 4:0:0:1 to approve the February 2018 Financial Report as presented.
AYES: SETTLE, CROTSER, GORDON, SUNDBYE
NOES: NONE
ABSTAIN: NONE
ABSENT: KINCAID
PUBLIC HEARINGS AND BUSINESS ITEMS
Jack House Committee
DRAFT - MINUTES
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2
2.Presentation: Staff Report to Discuss the Management, Maintenance and Operational Analysis of the Jack
House Project Deliverable #1 – Summary of Initial Research on Historic Homes Operations and Management
Staff Member Mudgett presented the staff report summarizing the research conducted as part of the project’s
first phase and the plan to capture institutional knowledge of the Jack House.
Public Comment
Donn Clarius, Jack House Docent and Historian, expressed that all former residents of the Jack House should be
interviewed during the knowledge gathering phase of the project plan.
Lois Crotser, Jack House Docent, stated the need for all Jack family members to be included in the interviews.
Maureen Titus, Jack House Docent, articulated the need to include the Banning House in the operational research.
Committee Comments
Committee Member Sundbye sought clarification about the purpose of learning about other historical homes.
Committee Member Crotser suggested the History Center as a potential partner in the research and capture of
historical knowledge as the History Center has the capability to store recorded interviews.
Chair Settle asked staff to prioritize list of interviewees and said a standardization of interview questions might be
helpful.
3.Presentation: Staff Report for Proposed Community Engagement for the Management, Maintenance
and Operations of the Jack House and Gardens Project
Staff Member Mudgett: presented the staff report regarding community engagement and outreach as part of the
project plan for the management, maintenance and operations of the Jack House and Gardens. To avoid duplicate
of efforts, staff recommended including Jack House Community engagement with the Parks and Recreation
Element Update and Master Plan community needs assessment, currently underway with the City’s consultant,
WRT.
Public Comment
Donn Clarius stated that he was glad to see this progress and work effort for the Jack House
Committee Comments
Member Crotser inquired about the timing of Parks and Recreation Commission member appointment to the Jack
House Committee.
4.Presentation: Parks and Recreation Department Updates and Agenda Forecast
Staff Setterlund presented an update of upcoming Parks and Recreation events.
•March 3 Saturday Ranger Workday at Cerro San Luis
•March 5 Adult Softball Starts
•March 5-9 Youth Services Minimum Days
•March 15 Leprechaun Lost
•March 17 Saturday Ranger Workday at Bishop Peak
•March 18 Ranger Led Hike: Wild Flowers – Irish Hills
•March 19 JR Giants Registration Opens
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• March 24 Love SLO Volunteering Event (Golf Course, Community Garden, Skate Park and
Box Art Clean-up)
• March 31 Egg Hunt at the Golf Course
Staff Mudgett presented the Jack House Committee Agenda Forecast for April 18, 2018. Staff will provide an
update of Jack House Project Plan for the management, maintenance and operational of the Jack House, an
update of the community needs assessment schedule if known and an update for Jack House 2018 season
programming.
Public Comment
None
Committee Comments
None
5. Communication as needed:
Member Crotser shared information about the wine history project at the Dalidet Adobe and how the project
relates to Jack House.
ADJOURNMENT
Meeting adjourned at 6:20 p.m. to the next rescheduled Regular Jack House Committee Meeting on Wednesday,
April 18, 2017 at 5:30 p.m. at the Parks and Recreation Conference Meeting Room located at 1341 Nipomo St,
San Luis Obispo, CA 93401.
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2017-18 Fiscal Year
Reporting Date:4/1/2018
Accounting Periods:9
March 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
REMAINING
Total Expenditures
(through March 31, 2018)
City Fund-100 Parks & Recreation (to
be used for JH Promotions) $ 10,500 $ (2,223.14)8,276.86$ * 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 March 31, 2018)
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
9/22/17 - JH Tours
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 $ -
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
10/13/17 - Donation
12/18/17 - (Reference #01000419886)
Sub-Total Donations:
$ 1,270.63
Ending Revenue Balance (March 31, 2018)
(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)
89140.7789 Cost of Materials for Resale
1/26/2018 - State Board of Equalization
Ending Expenditure Balance (March 31, 2018)
(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)
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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
$ 500.00
$ 2,223.14
(as of March 31, 2018)
$ 8,276.86
3/16/18- City Attorney review of Jack House Documents and Project Plan
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
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
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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: April 18, 2018
SUBJECT: RECEIVE A STATUS REPORT ON THE PROJECT FOR THE
MANAGEMENT, MAINTENANCE, AND OPERATIONS OF THIS
HISTORIC JACK HOUSE AND GARDENS
Prepared by: 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 Scope and Phases
The project plan for the Management, Maintenance and Operations of the Jack House
identified several phases which will serve as foundational blocks in the development of the
recommended operations model and identification of policies needed for the continued
management, maintenance and operations of the Jack House. The project phases and
deliverables in support of accomplishing this objective are summarized below.
Initial Research
Completed
Historic Home
Management,
Maintenance and
Operational practices
and plan to capture
institutional
knowledge
Deliverable #1
Summary of initial
research on Historic
Homes Operations
and Management
presented to JHC on
March 14, 2018
Community
Priorities
Seek Community
Input for the Jack
House in the context
of all parks and
recreation
Deliverable #2
Summary of
Community Input
Recommendations
Recommendations for
How to Best Manage,
Maintain and Operate
the Jack House
Deliverable #3
Recommendations for
Jack House
Management,
Maintenannce and
Operations
Identification of
Policies Needed
Policies to Accomplish
the Management,
Maintenance &
Operations of the Jack
House . Timeline for
Council consideration
of proposed policies.
Deliverable #4
List of Managmenet,
Maintenance and
Operational Policies
needed for the Jack
House
Meeting Date: May 9, 2018
Item Number: __2___
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Recap of Phase 1 – Initial Research
The first phase of the project included an initial review of historic homes, collection of existing
policies for the Jack House, as well as a plan for documenting Jack House history through the
capture of institutional knowledge. A summary of the initial research of over 100 historic
homes and the plan to capture institutional knowledge of the Jack House was presented to the
Committee at its March 14, 2018 meeting. Staff intends to purchase transcription software to
assist in documenting interviews. It is anticipated that interviews could begin by mid-
May2018. Research about historic homes as well as the knowledge capture will continue
throughout the duration of the project.
Update of Phase 2 - Community Engagement – Step One A Needs Assessment
The City’s consultants, WRT, and Parks and Recreation staff will be conducting a community
needs assessment as part of the Parks and Recreation General Plan Element and Master Plan
update. The community needs assessment will seek the public’s input of the City parks,
recreation facilities, programs and services. To avoid confusion and duplicating these efforts,
the Jack House Committee approved at its March 14, 2018 meeting to incorporate public input
about the Jack House Project into the Element and Master Plan assessment. Staff clarified
that public input will be sought in a variety of ways including workshops, focus groups,
stakeholder interviews and both intercept and online surveys.
Jack House Committee members and volunteer docents were invited to the April 11, 2018
Parks and Recreation Commission meeting, the first in a series of public meetings and
community engagement opportunities Committee members and docents are encouraged to
participate in the needs assessment and will be informed of upcoming events through a variety
of ways, including but not limited to the Ctiy’s website, community calendars, social media
(Facebook and Instagram), printed materials and email. Staff will provide responses to the
needs assessment in its totality, to the Committee when the outreach has been concluded and
summarized.
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. Items in bold italics indicate changes in the project’s tasks or schedule to be in
alignment with the Parks and Recreation Element and Master Plan needs assessment work
efforts as approved by the Jack House Committee at its March 14, 2018 meeting.
A. RESEARCH AND FOUNDATIONAL INFORMATION
A1. Community Workshop to discuss potential policy developments
Complete
July 19, 2017
A2. Develop Draft Project Plan for Jack House Management, Maintenance and Operations
of the Jack House
Complete
August 2017
A3. Jack House Committee (JHC) preliminary review of draft project plan and provide
feedback
Complete
Sept 13, 2017
A4. JHC approval of refined Project Plan Complete
Oct 11, 2017
A5. PRC review of plan and provide feedback
Complete
Nov 1, 2017
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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.
Ongoing
April – Sept 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
Ongoing
April – Sept 2018
A8. Research efforts shall be on-going as required. Ongoing
B. COMMUNITY ENGAGEMENT
B1. JHC approves incorporating community engagement of the Jack House into the Parks and
Recreation Element and Master Plan assessment occurring from June 2018 through
September 2018.
Complete
B2. Public Workshop #1 Kick-off Meeting of the Parks and Recreation Commission on April 11,
2018 at 5:30pm located at the SLO Swim Center.
April 11, 2018
B3. Seek diverse community engagement opportunities to include broad participation
from youth - seniors: open houses, workshops, interviews and surveys as part of the Parks and
Recreation General Plan Element Update and Master Plan Community Needs Assessment
June - September 2018
B4. Consultant to analyze community input received and develop community priorities related to
parks, facilities, programs and activities.
September 2018
B5. Deliverable #2
Staff provide responses to questions about the Jack House to JHC when concluded and
summarized by Consultant (WRT). Staff to develop community priorities related to
parks, facilities, programs and activities.
October 10, 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
November 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
December 2018
C3. Identify the timeline for policy development and when policies will be taken to
Council for consideration.
January 2019
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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: April 18, 2018
SUBJECT: RECEIVE INFORMATION ABOUT THE 2018 SEASON
PROGRAMMING FOR THE JACK HOUSE AND GARDENS
Prepared by: Melissa C. Mudgett, Recreation Manager
Dave Setterlund, Recreation Supervisor
RECOMMENDATION
Receive information about the 2018 Season programming for the Historic Jack House and
Gardens.
DISCUSSION
Recap of 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.
Earlier this year, several Jack House docents had indicating they would be “stepping back”
from participating in regular Docent activities until the Jack House Project for the
management, maintenance and operational analysis of the home was completed. 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. The Jack House
Committee at its February 14, 2018 recommended that public tours be offered only once a
month given the history of low attendance. A summary of the proposed 2018 Season
programming for the Jack House is outlined below.
Proposed Jack House 2018 Season Programming
• Sunday Afternoon Tours. Public tours will continue to be offered on the second
Sunday of the month (May through December 2018) with the assistance of both Jack
House Volunteer Docents and City staff. Sunday tours will be offered [MM1]on May
13, June 10, July 8, August 12, September 9, October 14, November 11 and December
9, 2018.
• Traditional Mother’s Day. Staff will produce and put on the traditional Mother’s Day
event on May 13, 2018 and will additionally provide public tours with the assistance
of Docents and City staff.
Meeting Date: May 9, 2018
Item Number: __3___
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• Special Tours for Schools & Weddings. Staff will respond to requests for school tours
and other special tours provide them based on availability.
On Tuesday, April 16, Jack House Docents interesting in continuing to volunteer to provide
the public with educational tours of the historic home and gardens were invited to attend a
kick-off meeting for the proposed 2018 season for the Jack House. The proposed tour dates,
city staff resources available to assist Docents for public tours and information about volunteer
and participant waivers were discussed at this meeting. Docents interested in selecting
volunteer tour dates were encouraged to contact Dave Setterlund.
Next Steps
Staff will continue to evaluate the 2018 programming and volunteer availability and 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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