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Item 4OCity of Southlake, Texas M E M O R A N D U M November 20, 2007 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services Approval of the SPDC Matching Funds request in the amount of SUBJECT: $5,000 from the Southlake Historical Society for the addition of a stone fireplace and chimney to the log cabin Action Requested: City Council approval of the SPDC Matching Funds request in the amount of $5,000 from the Southlake Historical Society for the addition of a stone fireplace and chimney to the log cabin to be reconstructed on the hill in Bicentennial Park. Background Information: The Southlake Historical Society donated the logs of an historical cabin to the City this past May to be restored on the hill in Bicentennial Park. As part of their consideration for donation it was also stipulated that the cabin be restored as historically accurately as possible, “with consideration to present day techniques that promise the cabin structure will last for future generations.” Mr. Bill Marquis whom is one of the pre-eminent log cabin restorers in Texas and resides in the North Texas area was recently awarded by City Council a personal services contract to restore the log cabin within Bicentennial Park. Once reconstructed, the cabin itself will be approximately fifteen by fifteen feet with a front porch extending the length of the house and approximately three windows. Mr. Marquis will also construct the foundation for the cabin and apply the necessary fire retardant. A rock fireplace with chimney ($10,000) is not included in the initial construction; however, the Southlake Historical Society is seeking an SPDC Matching Funds request in order to add this element to the cabin and further lend to the authenticity and aesthetics of the structure. Financial Considerations: Fiscal Year 2007-08 SPDC Matching Funds in the amount of $200,000 is budgeted and $7,338 has been allocated to date. If approved in the amount of $5,000, an unencumbered balance of $182,662 would remain ($178,162 assuming approval of KSB matching funds request). City Council Meeting Date – Tuesday, December 4, 2007 Page 2 of 3 Financial Impact: Ongoing maintenance of the cabin and surrounding site is anticipated at approximately $2,500 annually; however, more detailed costs will be determined prior to completion of the construction phase of the project. Citizen Input/ Board Review: The Parks Board reviewed and recommended approval (6-0) at their November 12, 2007 meeting and SPDC will consider at their December 4, 2007 meeting prior to City Council. The City Council approved the personal services agreement with Bill Marquis for the reconstruction of the log cabin at their November 6, 2007 meeting. The City Council approved $97,000 from the Hotel Occupancy Tax to be allocated for the re-construction of the log cabin. The City Council approved the donation of the logs to re-build the cabin in May of 2007. The City Council adoption on February 6, 2007 of the Bicentennial Park Schematic Design designating the hill near the water tower as being suitable for a historical interpretation site. City Council designated on May 16, 2006 the hill at Bicentennial Park as the location for placement of the log cabin. Legal Review: Attorney reviewed approved personal services agreement. Proposed fireplace and chimney would be added as an amendment to the agreement. Alternatives: City Council review and consideration. Supporting Documents: Supporting Documents include: - SPDC Matching Funds Request Form from Southlake Historical Society. Staff Recommendation: City Council approval of the SPDC Matching Funds request in the amount of $5,000 from the Southlake Historical Society for the addition of a stone fireplace and chimney to the log cabin to be reconstructed on the hill in Bicentennial Park. City of Southlake, Texas City Council Meeting Date – Tuesday, December 4, 2007 Page 3 of 3 PROJECT MATCHING FUNDS REQUEST FORM PROJECT NAME: Addition of chimney and fireplace to the log cabin in Bicentennial Park Contact Person: Anita Robeson, President, Southlake Historical Society Mailing Address: 610 Bordeaux City: Southlake State: TX ZIP: 76092 Day Phone: 817-896-4280 Night Phone: Fax Number: Additional Contact Person: Day Phone: PROJECT DESCRIPTION: Proposed project improvements include: the purchase and installation of a stone chimney/fireplace on the log cabin at Bicentennial Park. Proposed project will further enhance the authenticity and aesthetics of the structure. Proposed Start Date: December 2007 Projected Completion April 2008 Date: Projected Cost: $10,000 Funding Requested: $5,000