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Home My WebLink About06-08-2016 JHC Minutes 1 San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, June 8th, 2016 CALL TO ORDER: Chair Kathi Settle called meeting to order at 5:32 PM ROLL CALL: Chair Kathi Settle, Vice Chair Toni Kincaid, Commissioners Chuck Crotser, Bob Gordon, Bryant Mills, Eva Ulz and Susan Updegrove, Exofficio Committee Member James Papp ABSENT: None STAFF: Dave Setterlund: Recreation Supervisor, Elizabeth Jacobs: Recreation Specialist GUESTS: Marilyn Darnell PUBLIC COMMENT No public Comment 1. CONSIDERATION OF MEETING MINUTES (SETTLE)  On page 6, it claims Gayle Johnson wrote the report. The report was really written by James Papp with limited assistance from Gayle Johnson and Eva Ulz  Typo on Page 2, 3rd paragraph- “detour” should be “deter”  Page 3, third paragraph from bottom- “mold is current located” to “currently”  Bottom about borrowing two monitors from History Center. If you borrow two and purchase two, the Committee will have four. Ultimately they only need the two from history center. MOTION: (Kincaid/Ulz) Approve meeting Minutes of May 5, 2016 as amended. Approved: 7 yes, 0 no, 0 absent 2. CONSIDERATION OF FINANCIAL REPORT (SETTLE) Jack House Committee MINUTES 2 Bob Gordon questioned the variability of the revenue reports and the layout of the financial report. He also questioned the Jack House city promotional fund controlling body. The city does promotions and events while the Committee controls the funds. $10,500 is allotted each year and it does not roll over. It was agreed that there should be an incomes/revenues section and an expenditures section to clarify. Ulz noted on page 2-1 you see a breakdown of the costs to cover any questions about the expenditures. MOTION: (Ulz/Kincaid) Approve Financial Report for May 2016. Approved: 7 yes, 0 no, 0 absent 3. CANCELLATION OF JULY 13, 2016 REGULAR MEETING (SETTLE) Kathi Settle and Toni Kincaid will be absent so they requested cancellation of the meeting. James Papp questioned the practice, noting no other committee cancels meetings when the chair and vice chair are absent. Updegrove noted that the Jack House Committee cancels one meeting a year anyway. While cancelling the meetings may be frustrating to some, Bob Gordon will also be absent so there will not be a quorum. A question was raised whether or not City staff has to be in attendance for a meeting or special meeting. It was concluded that yes, they do have to be in attendance. James Papp noted there would indeed be a quorum. It was decided to cancel the meeting nonetheless. MOTION: (Ulz/Updegrove) Cancel July 13th meeting. Approved: 7 yes, 0 no, 0 absent 4. PRESENTATION OF NATIONAL REGISTER OF HISTORY PLACES (DARNELL) Marilyn Darnell brought the registration form which she received from the National Register of Historic places (online), The National Park Service accepted the application. It is now desired to obtain signage directing tourists to the Jack House on the freeway. It is difficult to get signs on the freeway but there is no application needed. Mayor Marx supports the idea for signage around San Luis Obispo. A plaque placed in a prominent place saying the Jack House is on the National Register of Historic Places would allow for immediate recognition and impression on tourists and possible patrons. The NRHP, however, does not provide signs. Eva added the idea of partnering with City employees in the Community Development Department and their plan for expanded historic signs around town. A pole sign would be preferred because it is easily identifiable to guests in passing. The largest sign possible would be preferable (larger than 15”x18”) The sign changes depending on the amount of verbiage desired. Dave can contact City staff to see what signs they plan on displaying around the city. MOTION: (Ulz/Updegrove) Approve funding for a plaque of decree of National Register of Historic Places Approved: 7 yes, 0 no, 0 absent 3 5. ADOPTION OF JACK HOUSE MARKETING PLAN (SETTLE) Toni had a question about Number 1, Letter C, and Letter D. James suggested deleting the portion about the Friends of the Jack House working with the Committee. D was also suggested for deletion. Bob questioned why the Friends were in the marketing plan at all. If the Friends are included, others may be missing, such as the Foundation. James Papp thinks it is appropriate to include the Friends. Bob Gordon argued they do not belong in the booklet. The roles of the docents, Friends and Foundation were all questioned. If the marketing plan is to remain all- inclusive, all marketing players need to be involved. It was suggested to put the plan on hold and take out all community collaborators. The marketing target audiences need to be considered. James made the point that the marketing will continue with or without consent of the Committee. The Parks and Recreation Department will continue to market even if the Committee tables the marketing plan. If the plan is not accepted tonight, the Committee loses their voice. Bob Gordon still voiced his concern over the inclusion of the Friends in the plan. Marketing will continue but discussion will also continue at a later date. Table adoption of the plan until clarity is brought. MOTION: (Ulz/Kincaid) Approve Marketing Plan As-Is Declined: 1 yes, 6 no, 0 absent MOTION: (Crotser/Gordon) Table discussion and adoption for a formal plan for re-visitation at a later meeting Approved: 6 yes, 1 no, 0 absent 6. UPDATE OF MOLD ASSESSMENT TO THE PAPER AND EPHEMERA COLLECTION (PAPP) James noted the two items should be separate on the agenda. Mold: There is a monitoring device in place, there does seem to be dampness and cold where the mold was found. It is a structural problem, not a problem from wet items left in the collection. It will be checked in a week. The history center provided the hobo. Works on Paper: Report presented and has been discussed already. James is ready to answer any questions about the report. The next step is unknown. Budget creation was suggested. James requested a priority list and questioned where the budget funds will come from. James wondered if it was a City responsibility. The collection needs continuous attention and repair. James asked the City liaison where the money will come from. It is necessary to identify each item on the list and see how much it will cost. Suggestions were made for the Friends or the Foundation to cover the cost, or alternatively for the Friends to fundraise. Suggestions for fundraisers were a donation box at Art After Dark or an “Adopt an Item Program.” Eva voiced concerns over the reputation of the Committee and the collection and the way the fundraiser is presented to the public. There needs to be a specific work plan with priorities to begin the process of fundraising. Another question was posed of the relationship between the City and the Foundation. 4 MOTION: (Crotser/Updegrove) Accept the Jack House Works on Paper report and pursue attaching cost to the priority list for funding and fundraising. Approved: 7 yes, 0 no, 0 absent 7. STAFF REPORT FOR PARKS AND RECREATION UPDATES (SETTERLUND)  June 3, Friday Night Skate  June 10, Dive-in movie; Jaws  June 18, Trail workdays at Reservoir Canyon  June 19, Ranger-led hike  June 27, Junior golf tournament  July 1, Friday Night Skate 8. JACK HOUSE DOCENT ACTIVITIES (PAPP) Exofficio Committee Member Papp provided the Committee with a report of docent activities. (Report attached to minutes) 9. FRIENDS OF THE JACK HOUSE ACTIVITIES (PAPP) Exofficio Committee Member Papp provided the Committee with a report of Friends of the Jack House activities. (Report attached to minutes) 10. SUB-COMMITTEE REPORTS (SETTLE) a. Strategic Planning (Crotser, Settle, Ulz) There was a retreat last Friday with Spokes who led a discussion of survey results of perception of the Jack House. It is necessary to unite to create healthy relationships for the complex workings of the Jack House holistically. Sub-committees were created. The five goals were identified as the following: identify facility use policy, manage time and resources (museum, park, rental, and wedding), organizational structure to create budget, strategic plan started, and amend grant deed. b. Carriage House Accessibility (Crotser, Papp) No report. Need a licensed, bonded contractor and plans. c. Collections, Use & Handling Policy (Settle, Ulz, Darnell) No report. 11. MEMBER COMMENTS / COMMUNICATIONS / REPORTS (ALL) Chuck expressed his appreciation for the amount of hard work put into all of the Jack House reports by James Papp. The tree grafting did not take as well, except for one. Eva met with City staff to 5 approve a request for nearly $7,000 to support the county-wide guided tour collaborative to promote guided tours in the region. Kathi enjoyed herself at the Jack House for the retired teacher’s celebration. She promoted becoming a docent to the teachers in attendance. Meeting adjourned at 7:05 p.m. to the next Regular Meeting on August 10, 2016 at 5:30 pm. Approved by the Jack House Committee on August 10, 2016. ____________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor