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HomeMy WebLinkAbout11-14-2018 JHC Agenda PacketG1�Y O� Agenda HCl r h C1�'JACK HOUSECOMMITTEE 5:30 p.m. Wednesday, November 14, 2018 REGULAR MEETING CALL TO ORDER Chair Kathi Settle Parks and Recreation Conference Room 1341 Nipomo Street San Luis Obispo, CA ROLL CALL: Committee Members Chuck Crotser, Robert Gordon, Dorothy Sundbye, Keri Schwab, Vacant (Historical Society), Vice Chair Toni Kincaid, and Chair Kathi Settle PUBLIC COMMENT: At this time, people may address the Committee about items not on the agenda. Persons wishing to speak should come forward and state their name and address. Comments are limited to three minutes per person. Items raised at this time are generally referred to staff and, if action by the Committee is necessary, may be scheduled for a future meeting. CONSIDERATION OF MINUTES AND FINANCIAL REPORTS 1. Minutes of the Jack House Committee Meeting of September 12, 2018 and Financial Reports and Expenditures for September 2018 PRESENTATION AND DISCUSSION 2. Jack House building upkeep and shell assessment. A discussion regarding upcoming Public Works projects. (Michael McGuire) Jack House Committee Agenda for Wednesday, November 14, 2018 Page 2 BUSINESS ITEMS 3. Donation of china Recommendation: Staff recommends to not accept Non- Jack items COMMENT AND DISCUSSION 4. Agenda Forecast & Staff Updates a. 2019 -21 Financial Plan Advisory Body Goal Setting Process b. Holiday Advertising ADJOURNMENT The next Regular Meeting of the Jack House Committee is scheduled for Wednesday, January 9, 2019, at 5:30 p.m., in the Parks and Recreation Conference Room, 1341 Nipomo Street, San Luis Obispo, California. Whe Cit of San Luis Obispo wishes to make all of its public meetings accessible to the Y p p g public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the Parks and Recreation Department at (805) 781-7300 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7107. Meeting audio recordings can be found at the following web address: http://opengov. slocity.org/WebLink/ 1 /fol/68232/Rowl .aspx ar Jack House Committee DRAFT - MINUTES Regular Meeting- Parks and Recreation Office 1341 Nipomo Street, San Luis Obispo Wednesday, September 12, 2018 CALL TO ORDER: A Regular Meeting of the Jack House Committee was called to order on Wednesday, September 12, 2018 at 5:32 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: Vice Chair Toni Kincaid, Committee Members Chuck Crotser, Dorothy Sundbye, Bob Gordon, PRC Liaison Keri Schwab TARDY: ABSENT: Bob Gordon, Chuck Crotser STAFF: Dave Setterlund, Recreation Supervisor; Cassidy Shevlin, Jack House Assistant Public Comment DON CLARIUS: Delta Coronado Hotel — Docents carry binders of significant photographs, would be beneficial to have color photograph that shows Jack House as it should be MARILYN DARNELL: Show pictures that narrow to the West, the West settled different than East Coasters CONSENT AGENDA AND CONSIDERATION OF MINUTES 1. Consideration of the Minutes ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE JACK HOUSE COMMITTEE FOR MAY 9, 2018 AND JULY 11, 2018. MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER SUNDBYE, AND CARRIED 4:0:0 to approve the minutes of Regular Meeting of May 9, and July 11, 2018 as presented. AYES: SETTLE, KINCAID, SCHWAB, SUNDBYE NOTES: NONE ABSTAIN: NONE ABSENT: GORDON, CROTSER Consideration of Financial Reports and Expenditures ACTION: APPROVAL OF THE FINANCIAL REPORTS AND EXPENDITURES FOR AUGUST 2018, FISCAL YEAR 2017-18 MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER SUNDBYE, CARRIED 4:0:0: to approve the August 2018 Financial Report as presented. AYES: NOTES: ABSTAIN ABSENT: SETTLE, KINCAID, SCHWAB, SUNDBYE NONE NONE GORDON, CROTSER PUBLIC HEARINGS AND BUSINESS ITEMS 2. Consideration of language for historical plaque (Setterlund — 20 min) Staff Member Setterlund: Language for plaque submitted by Marilyn Darnell, here to review and discuss as a committee Public Comment MARILYN DARNELL: Shortened to 167 words; according to National Register it is just the Jack House, and it is only "Garden" not "Gardens" DON CLARIUS: Sign at door of Jack House has been corrected to dates open, but sign on street has not been corrected yet — the brochure shows shades pulled down in the house, can shades be open and antique car out front for new photos? Committee Comments KINCAID: Is it in the National Register? SCHWAB: What is the official name? Last paragraph, the H is lowercased, typo? KINCAID: Should we change name to The Jack House and Garden? MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER SUNDBYE, CARRIED 4:0:0: to approve the language for historical plaque AYES: SETTLE, KINCAID, SCHWAB, SUNDBYE NOTES: NONE ABSTAIN: NONE ABSENT: GORDON, CROTSER 3. Discussion of Bylaws- Meeting Frequency and Membership Conditions (Setterlund —10 min) Staff Member Setterlund: Spoke with Assistant City Attorney, after reviewing the Grant Deed, we can change and adjust the bylaws to allow other people participate in the committee. No longer need just Cal Poly Professors. - Meeting to every other month? Do we want to solidify that meeting frequency? Public Comment CLARIUS: Every 2 years is too long Committee Comment SUNDBYE: We are dropping Cal Poly requirement? KINCAID: (regarding membership) They do not have an ornamental horticulture program anymore SETTLE: (regarding Meeting Frequency) Maybe in a year review annually or biannually KINCAID: Every other month until we have a plan solidified SUNDBYE: There's a lot to do — every other month 2 4. Discussion of Jack House and Gardens Budget (Setterlund —10 min) Staff Member Setterlund: Budget up for review, accurate look at yearly cost for JH budget, according to this it cost $140,000 annually, including staffing and building maintenance. Will continue to follow up with budget. Public Comment Committee Comments KINCAID: Discussed budget questions regarding: - PR Facility Host hours - Outsourcing landscape maintenance - Numbers from gas and electricity costs - Are we paying for hot water in outdoor bathrooms and kitchen? - Why does it say "Fees Waived" under non -staffing? SETTERLUND: Will follow up further with budget and maintenance questions SCHWAB: $550 a month for electricity, more reasonable SETTLE: What kind of cleaning? How often cleaning? What about outside cleaning? SETTERLUND: Annual cleaning inside, could have a Docent cleaning party for outside 5. Presentation: Staff Report to Provide an Update of community input received to date and develop community priorities of the Jack House Project (Setterlund — 20 min) Staff Member Setterlund: - What does JHC want to discuss from this data? - What do you want to see the City research? - We want to look at how other City -owned historical homes are they funded? How do docents work with the City? Public Comment CLARIUS: 3 suggestions for events — anything including Architecture, Photography and the Gardens DARNELL: Survey has most responses from age groups that are having families, and having Jack House be venue for other organizations — this will help bring people onto property Committee Comments SETTLE: Look at other homes owned by cities — how do they organize docent programs? Get input from them to do best possible job with docents, do they have separate Friends group? SUNDBYE: Example: City owns Doctors House in Glendale — but works with the Historical Society, they do events together SCHWAB: What's the budget for special events? SETTLE: Are they giving events jobs to docents? Or is it the City? SETTLE: Give more information to schools that can incorporate local history. Focus on Christmas, two weekends in a row for Christmas KINCAID: Trunk show for schools that cannot make it to the house — take items to the schools and give a show to the students 6. Presentation: Staff Report for Parks and Recreation Department and Agenda Forecast (Setterlund — 5 min) Agenda Forecast: - Back to Pool night on Sept. 7th - Sept. 12 - Ranger work day at Bishop's Peak, closed during first few weeks of school - Sept. 29 — September Scramble at Laguna Lake, an obstacle course for young children - Sept. 13 — P&R Drop in 4-7PM at Ludwick Community Center Public Comment: Committee Comments: 7. Communications — as needed Public Comment Committee Comment KINCAID: Monday's meeting was nice, met with Dave and sent out email to docents, topics were all questions that came up with at my house (especially about Docents), Dave was great listener, I felt that we were heard ADJOURNMENT Meeting adjourned at 6:33 p.m. to the next Jack House Committee Meeting on Wednesday, November 14, 2018 at 5:30 p.m. at the Parks and Recreation Conference Meeting Room located at 1341 Nipomo St, San Luis Obispo, CA 93401. 2 d 7 r C OJ CL W r C 10 d c N GD 0 � o O o0 �y c t O CL w G Q1 N 0 N N O NbD � \ b N m m m M 0 C c a m O c CL � C O u a O Z CL i m N V1 00 m uc cc i C v) O 'c v 7 U E cu E c U O c L 7 Q Y v Y Y V7 G1 V) � N > � J CO a O � H ' l7 0 Z mz W 3 W > W Q _ Q Q K O W ~ W W Z H ~ O > W H W J C O U � to Q Z O O IL m m G O V K O ~ E H � C m 7 u K a o— u --- C N C a v N O j O O a 2 w o u o w Y V a o = v o ? 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From: Dave Setterlund, Parks and Recreation Supervisor DISCUSSION Every two year the city adopts a budget and financial plan. To prepare for the budget process, all City departments and advisory bodies are asked to identify their goals and major work programs for the next two years. The City Council then uses this information, along with public comment and other input to set community priorities and allocated resources to accomplish the most important City goals. Advisory body members are involved in the goal setting process to provide important input as representatives of the community, with special expertise and experience working locally within their specific area of representation. Below are some key points to consider as the City embarks on the goal - setting process: (consider City's Financial Health Plan while setting goals) 1. The Council is seeking advisory body input focused on the purview of the advisory body, but is also interested in input on other issues important to the community. 2. Advisory body input is highly valued by the Council and the staff. 3. Goals can include completing projects form a previous work program. 4. Identifying priorities implies recommending, fewer rather than more goals to the council. Objective This is a public process and citizens are encouraged to contribute. Tonight's meeting will result in two items 1) a list of JHC goals and implementation programs; and 2) a letter from the JHC Chair to the City council outlining recommended goals and programs, and if necessary, requesting resources for specific activities GOAL Setting Jack House Committee Advisory Body Goals for the 2017-19 Financial Plan 1. Provide for the historic preservation and public enjoyment of the Jack House and Garden through strategic planning efforts including: a. A Historic Structure Report (HSR) to give the City guidance in the treatment of this National Register property in accordance with Secretary of Interior Standards. An HSR serves as the primary planning document used in decision-making about preservation, rehabilitation, restoration, and reconstruction treatments and as a guide for budgeting future work. b. A Strategic Plan to develop an effective balance between public use and preservation of the botanical, structural, and interior collections over time. c. A Loni=eg Interpretive flan (LRIP) to enhance the education and understanding of visitors to the house and garden. d. A strategic cost -benefit analysis of maintenance, rehabilitation, and use for city -owned historic buildings as proposed in the Cultural Heritage Committee's 2017-19 Advisory Body Goals. 2. Commit funding for improvements to the non -historic structures, including storage, in the Jack Garden including: a. Carriage House Pergola Restoration or Demolition b. Storage 3. Fund restoration of the Jack Carriage House, one of the three oldest documented wood structures in the City, to Secretary of Interior Standards in order to qualify it for nomination to the National Register of Historic Places and make it accessible and educational to the public in a variety of uses. 4. Fund inventory and digital cataloging of the botanical, structural, and interior collections of the Jack House and Garden to ensure against loss and make the information available to scholars and the public, in accordance with the original grant deed and Parks and Recreation's mission of creating community through people, parks, and programs.