HomeMy WebLinkAbout07-11-2018 Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
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REGULAR MEETING
Wednesday, July 11, 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 May 9, 2018 and
Financial Reports and Expenditures for March 2018 (Kincaid – 5 minutes)
2. Consideration of location, mounting and dimensions of national register of
historical plaque – (Setterlund – 20 minutes)
3. Presentation: Staff Report to Provide an Update of community input received
to date and develop community priorities of the Jack House Project
(Setterlund – 20 minutes)
4. Presentation: Staff Report for Parks and Recreation Department and Agenda
Forecast (Setterlund – 5 minutes)
5. Communications – as needed
Cancel Next Regular Meeting on August 8, and Adjourn to September 12, 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.
2017-18 Fiscal Year
Reporting Date:7/1/2018
Accounting Periods:13
June 2018
Verified By:Dave Setterlund, Community Services Supervisor
Lindsey Stephenson, 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 June 30, 2018)
City Fund-100 Parks & Recreation (to
be used for JH Promotions) $ 10,500 $ (6,314.02)4,185.98$ * 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
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 June 30, 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 (June 30, 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)
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
5/25 - Mother's Day Cal Ply Music Dept $ 900.00
6/8/2018 - Mother's Day (Gordon) $ 121.50
6/15 - Mother's Day Suplies (US Bank) $ 69.38
6/22 - Goldfarb lipman attorney $ 3,000.00
$ 6,314.02
(as of March 31, 2018)
$ 4,185.98
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
City of San Luis Obispo, Parks and Recreation, 1341 Nipomo Street, San Luis Obispo, CA, 93401-3934, 805.781.7300, slocity.org
Date: July 11, 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: July 11, 2018
Item Number: __2___
2
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 collect input via audio and written
message and will highlight themes of collected data. Currently, the collection of interviews
is underway.
Update of Phase 2 - Community Engagement – Step One A Needs Assessment
The City’s consultants, WRT, and Parks and Recreation staff will conduct 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. In Addition to the Needs Assessment Parks and Recreation
has developed a set of survey question regarding the Jack house that will be incorporated into
the process.
Currently data collection is from influential organizations in the San Luis Obispo
Community and continued collection will coordinate with community needs assessment.
The initial email contains a link to a Survey Monkey survey, individuals who receive the
email are asked to send the survey to their organization members/spread the word if possible
(attached Survey).
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
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
3
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
PLEASE READ THE FOLLOWING:
This survey is completely anonymous. Please answer the following questions as honestly and
thoroughly as you can. Thank you.
Jack House and Gardens Survey
1. What age are you?
Under 18
18-24
25-34
35-44
45-54
55-64
65+
2. Are you a resident of the City of San Luis Obispo?
Yes
No
Seasonal (i.e. University Student, temporary employee, etc.)
3. Have you heard of the Jack House and Gardens before this survey?
Yes
No
1
4. How have you heard about the Jack House and Gardens?
City of San Luis Obispo Website
Advertisement/Poster
Friend or Family Member (Word of Mouth)
Email
Social Media
I have not heard of the Jack House and Gardens
Other (please specify)
5. Have you ever visited the Jack House and Gardens?
Yes
No
6. What would interest you to go for a first time OR another visit to the Jack House? (Check all that apply)
New Exhibits
Special Events (films, guest speakers, music concerts, yoga
in the park, etc.)
Evening Hours
Hands-on activities (crafts, games, etc.)
More Interactive exhibit components (touch screens, audio
tours, living history programs, etc.)
Other (please specify)
Strongly Agree Agree Neutral Disagree Strongly Disagree
7. Do you think the Jack House is a popular place for locals and tourists to visit?
2
8. What events or activities could the Jack House offer that would most interest you? (Check all that apply)
School-Aged Tours
Special Holiday Tours
Self-Guided Tours
Special events for art, education, technology, etc.
Living History Program (educational programming)
Garden/Park Activities (outdoor movies, picnic days, etc.)
I am not interested in attending events/activities at the Jack
House
Other (please specify)
9. Are there other public uses for this City-Owned facility that you would prefer?
Rental Facility (Community Events)
Private Home
Commercial Space (business offices, retail, etc.)
Art Gallery
Community Meeting Space/ Recreational Facility
Restaurant (Concessionaire)
Hotel (Specialty Bed and Breakfast)
Museum
Dedicated Special Event/ Wedding Venue
Other (please specify)
10. Do you have any other suggestions or ideas that the Jack House should implement in the future?
3