Item 10A (2)lolly UI JUUU UdKe, I eXclS
MEMORANDUM
May 9, 2006
TO: Shana Yelverton, City Manager
FROM: Steve Polasek, Director of Community Services
SUBJECT: Log Cabin Committee Report
Action Requested: City Council review and consideration of the Log Cabin Committee
Report.
Background
Information: The Log Cabin Committee was established by City Council Resolution
No. 05 -074 on December 6, 2005, to review and recommend the
placement of a historic log cabin within the City of Southlake. The log
cabin is presently owned and stored by the Southlake Historical Society.
The cabin has been disassembled and consists primarily of timbers from a
cabin once located on or near what is now the site of the Shops of
Southlake.
The Log Cabin Committee, as directed by City Council, consists of
thirteen voting members and two staff liaisons. There are two Council
members, seven Council appointed members, two appointees from the
Southlake Historical Society, and two members appointed by the Parks
Board. The Director of Community Services and the Director of Planning
served as the staff liaisons. The Committee was co- chaired by Council
Members Laura Hill and Virginia Muzyka.
Per City Council direction, the general scope of work to be performed by
the Committee consisted of:
• recommend a location for the placement of the historic log cabin as
well as potential inclusion of other suitable historic features
• develop a master plan for the placement and programming of the
log cabin and other potential historical features
• develop a conceptual plan for the layout of the log cabin and site
amenities
• provide detailed cost estimates for log cabin restoration and site
amenities
• provide a color rendering of the restored log cabin
• investigate potential joint opportunities for planning, construction,
and operations
• present a final report to City Council with recommendations to
include the information listed above within 60 to 90 days
The Log Cabin Committee completed their work on May 4, 2006, voting 9-
0 to approve the final report for submittal to City Council. A representative
from the Log Cabin Committee will be at your meeting to provide a formal
presentation.
Financial
Consideration: Financial considerations may vary based on Council direction. The
estimated cost for placement of the log cabin as proposed in the report from
the Log Cabin Committee is $90,500.
Financial
Impact: The on -going financial impact may vary based on Council direction.
Citizen Input/
Board Review: The Log Cabin Committee at their May 4, 2006 meeting voted (9 -0) to
approve the final report for submittal to City Council.
Legal Review: Not applicable.
Alternatives: City Council review, consideration, and direction.
Supporting
Documents: Supporting documents include:
■ Log Cabin Committee Report
Staff
Recommendation: City Council review and consideration of the Log Cabin Committee
Report.
Log Cabin Committee
Report to City Council
May 16, 2006
Dear Mayor and Members of City Council:
It is with great pleasure that we Co- Chaired the Log Cabin Committee with the eleven (11)
residents appointed by our Council, Parks Board, and Historical Society. These residents gave
of their time gladly and used their experience and expertise to benefit the City of Southlake.
To recap our directives, on December 6, 2005 the City Council established Ordinance No. 05-
074 creating the Log Cabin Committee. The following is the general scope of work to be
accomplished by this committee:
➢ Recommend a location for the placement of the historic log cabin as well as potential
inclusion of other suitable historic features
➢ Develop a master plan for the placement and programming of the log cabin and other
potential historical features
➢ Develop a conceptual plan for the layout of the log cabin and site amenities
➢ Provide detailed cost estimates for log cabin restoration and site amenities
➢ Provide a color rendering of the restored log cabin
A Investigate potential joint opportunities for planning, construction and operations
➢ Present a final report to City Council with recommendations to include the information
listed above within 60 to 90 days
With this report the final conclusions are presented to Council and the citizens of Southlake.
As families through out time have lived in their home they have always made room for memories
of days gone by to sit among the possessions of today. This log cabin is our memory of days
gone by. Town Square sits in the shadow of yesterday and now the log cabin can sit nestled in
the shadow of today. May we always remember those who came before us to establish a
community that lives on through each of us.
Congratulations to the City of Southlake for honoring our past in such a classic manner during
this our 50 anniversary. Congratulations to those committee members for serving your
community. You have served us well.
Sincerely,
Council Member Virginia Muzyka
Co -Chair
Council Member Laura Hill
Co -Chair
INTRODUCTION:
Page 4
The Log Cabin Committee was established by City Council Resolution No. 05 -074 on December
6, 2005, to review and recommend the placement of a historic log cabin within the City of
Southlake. The log cabin is presently owned and stored by the Southlake Historical Society.
The cabin has been disassembled and consists primarily of timbers from a cabin once located on
or near what is now the site of the Shops of Southlake. Additional log cabin timbers from two
other area cabins have also been secured by the Southlake Historical Society for use in the re-
assembly of the Southlake cabin.
The Log Cabin Committee, as directed by City Council, consists of thirteen voting members and
two staff liaisons. There are two Council members, seven Council appointed members, two
appointees from the Southlake Historical Society, and two members appointed by the Parks
Board. The Director of Community Services and the Director of Planning served as the staff
liaisons. The Committee was co- chaired by Council Members Laura Hill and Virginia Muzyka.
Council Member Laura Hill — Co Chair
Council Member Virginia Muzyka — Co Chair
Carlie Stephenson — appointed by Mayor Wambsganss
C.D. Peebles — appointed by Mayor Pro Tern Shankland
Dr. Ray Chancellor — appointed by Deputy Mayor Pro Tern Morris
Craig Rothmeier — appointed by Council Member Hill
Jason Kasal — appointed by Council Member Terrell
Greg Standerfer — appointed by Council Member Jones
F.C. LeVrier — appointed by Council Member Muzyka
Connie Cooley — appointed from the Southlake Historical Society
Lou Ann Heath — appointed from the Southlake Historical Society
Parks Board Vice Chair Mike Mills — appointed from the Parks Board
Parks Board Member Emily Galpin — appointed from the Parks Board
Steve Polasek — Staff Liaison
Ken Baker — Staff Liaison
Per Resolution No. 05 -074, the general scope of work to be performed by the Log Cabin
Committee consisted of the following:
• Recommend a location for the placement of the historic log cabin as well as potential
inclusion of other suitable historic features
• Develop a master plan for the placement and programming of the log cabin and other
potential historical features
• Develop a conceptual plan for the layout of the log cabin and site amenities
• Provide detailed cost estimates for log cabin restoration and site amenities
• Provide a color rendering of the restored log cabin
• Investigate potential joint opportunities for planning, construction, and operations
• Present a final report to City Council with recommendations to include the information
listed above within 60 to 90 days
METHODOLGY:
Page 5
The Committee met for the first time on December 15, 2005 to review the scope of work as
requested by City Council, develop a base list of potential sites for placement of the log cabin,
and establish some general site criteria by which the locations could be scored. The Committee
members were encouraged to explore the sites listed and investigate and suggest other potential
locations for inclusion prior to the January 12, 2006 meeting. All suggested sites were included
for initial consideration.
As a result, a total of eighteen sites were initially identified by the Committee members and
reviewed in terms of their positive aspects and challenges. The potential locations and site
criteria were also scored individually by each Committee member from one (1) to three (3) with
the low number being the most favorable. From this initial scoring the potential site locations
were pared down and the initial site criteria weighted.
From the initial scoring, the top four sites selected included Bicentennial Park (Bunker Hill),
Bicentennial Park (west side), Summit Park, and Noble Oaks Park. Given that the timeframe for
development of the west side of Bicentennial Park is several years out the Committee choose to
eliminate this site from further consideration. The weighted criteria were then utilized to score
the remaining three sites. The top two sites (Bicentennial Park — Bunker Hill and Summit Park)
were carried forward in the process while Noble Oaks Park was eliminated.
In preparation for ranking the final two locations, the Committee toured the Bicentennial Park
and Summit Park sites at their February 6, 2006 meeting. The site visits provided the Committee
members an opportunity to better evaluate the feasibility of each location and discuss various
aspects in more detail.
Using twenty site selection criteria developed and weighted by the Committee (Attachment A),
Bicentennial Park and Summit Park were individually scored by each of the thirteen Committee
members at their February 20, 2006 meeting. Summit Park scored a 20.9 (414 total points) and
Bicentennial Park scored a 21.6 (429 total points) with the lower score being the more favorable
location. A copy of the Site Selection Worksheet is attached for your information (Attachment
B).
MASTER PLAN:
As the recommended site for placement of the log cabin, Summit Park offers some unique
characteristics and opportunities for historical presentation. The park's rugged beauty and scenic
vistas suggest an earlier period allowing the log cabin to blend in with the more natural design
and intent of the park. The proposed log cabin location within the park provides space for the
placement of an additional building (cabin, small barn or out building) of similar size along the
trail and directly southwest of the proposed log cabin site. Due to space limitations and terrain
challenges the site does not lend itself to accommodating a settler's garden. The placement of
artifacts such as farm implements and other homesteading articles on the site may be
accomplished by placing them within the cabin or a second building if added. Doing so would
provide additional site security and protection of the items from the elements.
Page 6
Opportunities within the park and along the trail are present as it relates to the placement of
etched, natural stone markers describing various elements of Southlake's history. Intended to
blend with the setting, the markers would allow for a self guided walking tour, lending another
element of interest to the park and Town Square area. Information on the Dove Community,
McPherson Farm, Old Union School, Bunker Hill at Bicentennial Park, the Bob Jones
homestead, and other historically significant locations and/or community events may be
considered for inclusion.
CONCEPTUAL SITE PLAN:
The conceptual site plan reflects the general location for placement of the log cabin on the
western slope of the entrance into Summit Park facing Central Avenue. It envisions the use of
native plant materials to include shrubs, ornamental grasses, and wildflowers in landscape beds
directly encircling the cabin. Crushed granite walkways with a seating bench surround the
exterior of the beds and the site is further defined by a dry stack rock retaining wall. The
placement of the cabin allows for visibility from Central Avenue, direct pedestrian access, space
for an additional building of similar size, and utilizes existing, mature oak trees to the east as a
backdrop. Slight modifications to the tree planting plan will allow for a more dense landscape
buffer to the north from Main Street and greater sight lines from Central Avenue to the west.
Additional site amenities may include low level security /accent lighting, a replica of a water
well, engraved stone signage, and natural stone markers along the pathway describing
historically significant events and places in Southlake.
Page 7
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COST ESTIMATE:
The cost estimates for the placement of the log cabin are a function of the proposed site
plan as provided by Schrickel, Rollins and Associates. The log cabin restoration costs
were provided by the Southlake Historical Society and are based on initial estimates
provided by Bill Marquis who performed the restoration of the log cabin in Euless.
OPINION OF PROBABLE CONSTRUCTION COST
Summit Park Log Cabin
Southlake, Texas
No.
A.
Item
Foundation
Quantity
Unit
Unit Price
Amount
Concrete Foundation
196
S.F.
$7.50
$1,470.00
Weather Treatment
1
L.S.
$300.00
$300.00
Subtotal
$1,770.00
B.
Earthwork
Unclassified Cut and Fill
1
L.S.
$500.00
$500.00
Retaining Walls (Dry Stack)
45
F. F.
$50.00
$2,250.00
Erosion Control
1
L.S.
$300.00
$300.00
Subtotal
$3,050.00
C.
Landscape
Crushed Granite Path
22
S. F.
$1.40
$30.80
Shrubs (Antique Roses)
10
EA.
$20.00
$200.00
Ornamental Grasses
50
EA.
$10.00
$500.00
Wildflower Planting
600
S. F.
$0.05
$30.00
Benches
1
EA.
$500.00
$500.00
Subtotal
$1,260.80
D.
Electrical
Electric (Interior Fixture, Exterior Wall,
Washers, Ect.)
1
L.S.
$2,500.00
$2,500.00
Subtotal
$2,500.00
F.
Water
Water Line within Park
76
L. F.
$25.00
$1,900.00
Water Line within Street
43
L. F.
$30.00
$1,290.00
Riser
1
EA.
$1,000.00
$1,000.00
Sprinkler System
196
S. F.
$2.50
$490.00
Subtotal
$4,680.00
G.
Irrigation
Irrigation Revisions (Plants Listed Above)
1
L.S.
$1,000.00
$1,000.00
Subtotal
$1,000.00
H.
Additional Costs
Soft Costs
1
L.S.
$3,000.00
$3,000.00
Subtotal
$3,000.00
I.
Log Cabin Restoration
1
L.S.
$65,000.00
$65,000.00
Subtotal
$65,000.00
Subtotal
$82,260.80
10% Contingency
$8,226.08
Grand Total
—
$90,486.88
Page 9
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RECOMMENDATIONS:
Based on the review and findings of the Log Cabin Committee, the following
recommendations are provided to City Council for their consideration:
1. Placement of the log cabin in Summit Park at the site as depicted in the
proposed site plan.
2. Identification and allocation of funding for the re- construction of the log cabin
and the addition of site amenities as depicted in the proposed site plan and as
described in this document.
Seek participation from the Southlake Historical Society and Cooper and
Stebbins in the final design and re- construction of the log cabin and site
amenities.
4. Explore an expanded partnership through the existing Community Services
Agreement with the Southlake Historical Society for the on -going upkeep and
maintenance of the facility.
5. In conjunction with the Southlake Historical Society develop a docent
program and tour schedule for local school children and interested groups.
6. In conjunction with the Southlake Historical Society promote the log cabin as
a historically significant part of the City of Southlake through written
documents, on the City web -site, and through programming opportunities.
The Log Cabin Committee appreciates the opportunity to serve our citizens and City
Council through our review, research, and development of this final report. We would
also like to acknowledge the preceding efforts of the Southlake Historical Society, the
Parks and Recreation Board, and Leadership Southlake Class of 2003 -04. We appreciate
the City Council for their support and trust in our abilities and representation and are
prepared to answer any questions or provide further information upon your request.
Page 11
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ATTACHMENT B
Sites Considered
Criteria Used
Description
Securit
Visibilit
Ease of access (walking/car/bus)
Parkin
Topograph
Drainage
Cost of site development
Proximity to destination location
Handicap Accessibilit
Potential for future growth/expansion
Fit for settin
Safety for running/playing children
Setting consistent with cabin era
Site's historical significance
Additional area for subsistence farming lot
Promote tourism
Fits in as part of educational setting/area
Appeal to visitors
Synergistic ositive impact on attendance to
adjacent facilities / entities
Positive impact on adjacent landowners /residents/
or businesses
Weighting
3.4%
B
1 17
4.0%
i
17
3.6%
C
19
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e
24
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n
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Site Selection Worksheet
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Description
Securit
Visibilit
Ease of access (walking/car/bus)
Parkin
Topograph
Drainage
Cost of site development
Proximity to destination location
Handicap Accessibilit
Potential for future growth/expansion
Fit for settin
Safety for running/playing children
Setting consistent with cabin era
Site's historical significance
Additional area for subsistence farming lot
Promote tourism
Fits in as part of educational setting/area
Appeal to visitors
Synergistic ositive impact on attendance to
adjacent facilities / entities
Positive impact on adjacent landowners /residents/
or businesses
Weighting
3.4%
20
1 17
4.0%
19
17
3.6%
14
19
5.1%
22
24
5.5%
20
is
5.7%
17
13
5.3%
16
17
5.3%
27
15
4.4%
22
25
6.4%
20
26
3.8%
25
22
3.4%
20
22
5.9%
22
21
6.4%
21
19
6.8%
21
30
5.9%
31
20
5.5%
21
23
3.6%
241
1 19
4.9%
1 241
1 24
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Totals 100.0% 21.6 20.9
429 414
ATTACHMENT C (Resolution No. 05 -074)
Ur,-TOW N0. OFFICIAL RECORD
A Al-:$WA ON OF THE {'M COUN 'IL OF Tilt. C c
t(AITFRAKE, TE XAS. APPO'NrING MUMHUMS 'rr) THE 1 11.
Ir'AJV4 COMMrME3 AND PROVIr LNG AN F F F- F'X -Try F
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iLsoiw nry on ihe hiqiWyof ft - ,and,
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thr Croy °s m:dmWW its pW inV the I'R rabi.m in, a smolt And W uto 10fttkm which aJlcea
-;-ummmdty wzmcv1dLe mair [lihi 11W hiomiUa] inLwhy , of the smLe urn; and,
WH FALLA,% on Nom =bw 15, ��. Chy Council ludWZ4 ft ataLiern of ■ Log
17 - Cmmitbea omqwiwd off' 13 "11r.49 nw roh-m and 2 riom - -oomS sla1 nx1ijbm For a.
rcuumum 4 13 inrhK iing u kozi rwn Uj�y C'�uLoxi] nmmber,, ID: rerwnmtnd
the htsl Iac& on &9 &C Ift LaNrL as weiI is pmnua4 Lne n ,r w suilabis hioxin
lur : md.
WJIME d -of Ymrk Lo hie preformed Iyr 1hrr Ckw miiflat includes
Wmrr mdiaZ a Location 3or tM p]aoerrsoirl of lhv hiAcdc log eibLri U wall k;miAl irxIUrkn
43f oar mwhblt bluori4 fmiurm; deyrloona o masrer pfQ11 Ttir the ptxwmen and Fnapwnsr -uog
.uf tf x loR cabin mid odor 'sijal hiquical &mIumj� d %tioprtig A wwwwal plm. f e the
loyam ni 1ht log tab7n LnA site xnmi meiL. gwKv.-Ldftkg deuUed Dzdd et imuza . fne k)lt Sabin
re ion and :;Li* 4mimitivu. vmmidinb o coor r ing.uf Litz mLor!d fo,d rabies invewnprlrl
potential join, oppmuru®i * fi)r Planning. c OA OV m itmv; prmeo inS a fkal mpon
lu iColy Cuumil with r+eonmruendmkirtt IU imiuda the iniormwmn Il and *, b - lain 60 to 90
days; and,
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CAME M LUL
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lrHz R F, BE IT HF 1m- By THF: 01'13' COUNCIL 13Fr TIJE CITY OF
1T' ]R1AKF- TIEXAS. TIIA1r:
frt 'O K L. Alt 43 f aje 23e4e prq n i w, am Fouma to ht vrrr � RW wnred and am, h.uth y
r �rani�±J into .n. body of Lhe Aiun m if copied in &e4r evir[q
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Cabin Camnumoe,
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Page 15
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PASM AND APPROVE Crq `7':l-C1!i• fi' DAY OF DECF.!dl� E MW
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ay SOMANY
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Page 16
ATTACHMENT D
The following are the members of the 2003 -2004 Leadership Southlake class and authors of the
Advocacy Project Report:
Pieter Andries -Hye
Pat Aston
Audrey Baker
Falah Crouch
Carolyn Hobbs
Barry Klompus
Michael Martin
Justin Mecklenburg
Dianne Neville
Giovanna Phillips
Anita Robeson
Craig Rothmeier
Tricia Stefanko
Gene Voorhees
Brian Zvonecek
Page 17
Leadership Southlake
Class of 2003 -2004
Advocacy Project Report
Presented: April 2004
Page 18
Table of Contents
Advocacy Project
Research and Restoration
Education
Site Location
Fund Raising
Exhibits
Exhibit A - Town Square Park
Exhibit B - Bicentennial Park
Exhibit C - Senior Center
Exhibit D - Royal and Annie Smith Park
Exhibit E - Old Union Elementary/Nobel Oaks Park
Exhibit F - Bob Jones Park
3
4
11
16
Peril
29
Page 19
Leadership Southlake
Advocacu Proiect
Mission Statement
The Advocacy Project for the Leadership Southlake class of 2003 -2004 is to provide a
comprehensive Vision Plan to the Southlake Historical Society for the purpose of
presenting research, analysis, and recommendations for preserving the history within
Southlake, Texas.
Project Description
The Southlake Historical Society (SHS) currently has possession of the materials from a
disassembled Southlake log cabin and barn that were reportedly built around 1865.
Their intention is to use these materials to re- construct the log cabin with historical
authenticity at an appropriate site within the city for the benefit and use of the entire
community. The SHS has enlisted the assistance of Leadership Southlake to provide
them with research, analysis and recommendations that will enable them to complete
the project from implementation to a successful conclusion.
The various aspects of the project consist of research and restoration, education, site
location and fund raising. Each of these areas are discussed in detail on the following
pages.
Page 20
Research and Restoration
Executive Summary
Initially the SHS will need to establish a master plan detailing the purpose, intent and
scope of the society and the specific project, and outlining the various steps and
establishing an action plan to be undertaken to complete the project and fulfill the
objectives of the organization and the specific initiative.
It is the intention of the SHS that the log cabin be rebuilt and dedicated by the City of
Southlake's 50th anniversary in 2005. The cabin is listed in the Tarrant County Historic
Resources Survey of Selected Tarrant County Communities (by the Historic
Preservation Council for Tarrant County, Texas) item number 87.
Description: "E. Southlake Boulevard (south side, .25 mile east of South Carroll
Avenue), Log Cabin Ruins, c. 1865. Reputedly built around 1865, this one -room log
cabin was inhabited as late as the 1940's. Located in a stand of oak trees off Southlake
Boulevard (F.M. 1709), it is presently without roof, door or windows. Constructed of
quarter - notched, hand -hewn logs, the one -pen cabin has door openings on the north
and south walls, and window openings on the east and west walls. Though in ruins, it
is significant as a remnant of the earliest phase of building technology in American
settlement of Tarrant County."
Areas of consideration for inclusion in the plan:
Identification and selection of an architectural consultant
Level of historical accuracy desired
Materials to be used
L& Maintenance and upkeep
Preservation standards
Markers and historical designation
Artifacts
-46 Landscaping
, IF Staffing
Financial Assistance and Grants
, %6 Education
Several resources are available for reference and information, and some of those
resources have been identified herein.
Architectural Consultant
Page 21
Some of the communities in our area that have reconstructed log cabins have utilized
the expertise of local professional Bill Marquis, who has an excellent reputation for
maintaining historical accuracy and preserving the authenticity of his projects. This
specific project was discussed with Mr. Marquis, and he quoted an all inclusive price of
$50,000 to completely reconstruct the log cabin, utilizing the materials that the Society
currently has from the disassembled log cabin and barn, and obtaining other
historically accurate materials to complete the project. His proposal was to transport
the Society's materials to his property and complete the reconstruction there, then
disassemble and transport it to the final destination and reassemble it on site. As a side
note, Mr. Marquis mentioned that the barn would actually have more historical
significance than the log cabin. Mr. Marquis indicated that he would complete the
reconstruction with entirely historically accurate materials and processes. He
estimated that it would take approximately 5 months to complete the project, but it
might be 6 months before he would be available to start. He suggested that it would be
best to get the project on his schedule right away if he is selected.
The fee that was quoted by Mr. Marquis was significantly higher than bids that Kelli
Pickard, Director of the Fort Worth Log Cabin Village ( "FWLCV "), had obtained for the
complete disassembly and reconstruction of similar structures. The Society should
obtain bids from other restoration professionals, including those out of state, to
compare and select the consultant that best meets their needs as determined by the
objectives that they establish, whether based on price, historical accuracy, ease of
maintenance or ongoing costs. FWLCV is currently using a Tennessee firm to
completely tear down and rebuild a two story log cabin structure and their bid was
$17,000.
The company that the FWLCV is using for their reconstruction is:
Rustic Log Homes
P.O. Box 219
Bulls Gap, TN 37711
Phone 423.638.3847
www.rusticloghomes.com
The FWLCV was also waiting to receive a bid from the following:
Round Top Restoration
P.O. Box 225
Round Top, TX 78954
Phone 409.249.3474
Email - Register @fais.net
Both companies have excellent reputations according to the Director of the FWLCV.
The Tennessee company came in to give a bid at no charge. Other estimates for re-
chinking came in from $5,000 to $10,000.
Page 22
When selecting a professional to restore the cabin or any other structure the following
general suggestions should be considered:
1) Identify preservation professionals and consider at least three.
2) Examine qualifications or each firm or professional. Look at relevant
experience. Ask them to send information concerning their experience,
qualifications and personnel.
3) Interview the top three to five. Ask if there is a fee for the interview.
4) Provide a clear idea about the work to be done, a general budget, scheduling
and other issues.
5) Allow at least one hour for each interview. Ask for samples of their work
similar to ours.
The Texas Historical Commission has a list of professionals in each region: Council of
Texas Archeologists (CTA) Contractors List.
www.tl web / Contractor/ C TAC LFrame. hhnl
The Texas Historical Commission History Programs Division will refer you to property
owners or communities who successfully completed similar projects.
Below are other excellent resources:
Preservation Web and Preservation Sourcebook - Browse by region or company listing
for architects, contractors, materials, consultants
www.preservatioiiweb.com
The Preservation and Repair of Historic Log Buildings
http:/ /www.oldhouseweb.net /stories /Detailed /256.shtml
Abatron Restoration & Maintenance Products
Wood Restoration Materials
www.Abatron.com
Log Houses in America by J. Randall Cotton
Old -House Journal (Brooklyn, NY)
XVIII, No.1 (January/ February 1990)
Historical Accuracy
The Society will need to determine the level of authenticity that they desire to achieve in
the reconstruction of the cabin. While complete historical accuracy would seem to be
the logical objective, certain considerations need to be addressed before making that
decision. Reconstruction with the historically accurate straw and mud natural mortar
Page 23
mixture would attract pests and require frequent (at least annual) and expensive
maintenance. Bill Marquis had recommended this to the FWLCV, and had suggested
using a tarp or tent to cover the cabin to protect it from the elements. Use of a concrete
mortar will eventually result in cracked mortar that will allow water to seep into the
logs and cause them to rot. The FWLCV has decided on a compromise and is currently
in the process of taking apart and rebuilding their cabins using concrete and limestone
combined with natural matter (straw, wood chips and rocks). The lime is more
forgiving and will allow for shifting. Many of the current problems at the FWLCV are
related to inadequate foundations (wood placed directly on the ground will rot), and/or
the concrete mortar that is cracking and allowing moisture to seep into the logs.
Maintenance and Upkeep
The FWLCV is owned by the city and the city takes care of "required" maintenance.
They will blow off the roofs and replace the roofs, porches, etc., if necessary, but not
with historically accurate materials. The city will use rough cedar to maintain the look,
but if historical accuracy is desired the FWLCV staff must raise funds to purchase. The
FWLCV annual maintenance budget is $1,200.
Staffing
For the FWLCV, the city covers staffing, etc. as a line item in the city budget (2003
budget was $306,000). They have a few volunteers and two employees that are paid
through the Senior Texan Employment Plan. A private non - profit support group was
founded in 1999 that pays for workshops, education programs, and conservation of the
artifacts in the cabins. The Society will need to determine what access will be available
to the public, and will need to work with local organizations such as the Senior Activity
Center to provide docents and /or attendants to monitor the public access to the facility.
Artifacts
Furnishings and artifacts may be donated or purchased. Photos may be reproduced for
display and the originals placed in storage for protection. The Society needs to
determine if there is a need for a separate viewing area for the public to enter into, and
the furnishings and artifacts may be located behind a glass partition or other divider. A
motion sensor arrangement could be utilized for a more authentic look and feel and to
avoid the difficulty of keeping the glass clean. The use of low lighting in amber rather
than white is recommended, to avoid damage to the historical artifacts on display, and
because it is more similar to the natural lighting that was used in the period (fireplace
glows, etc.). The lights may be on motion sensors -- if there is no motion for 20 minutes
they could automatically shut off.
Preservation Standards
Standards developed by the National Park Service (NPS) are available with attendant
guidelines on the NPS web site. These standards include:
Page 24
1) Preservation - focusing on the maintenance and repair of existing historical
materials and retention of a property's form as it evolves over time.
2) Rehabilitation - alteration or addition to a historic property to meet continuing or
changing uses while retaining the property's historic character. This is the standard
most often used for architectural historic preservation projects.
3) Restoration - depiction of a property at a particular period of time in its history
while removing evidence of other periods
4) Reconstruction - re- creates vanished or non - surviving portion of a property for
interpretive purpose
Markers and Historical Designation, Financial Assistance, Grants and Taxes
The National Register of Historic Places is a federal program administered in Texas by
the Texas Historical Commission in coordination with the National Park Service.
Listing in the National Register provides national recognition of a property's historical
or architectural significance and denotes that it is worthy of preservation. Buildings,
sites, objects, structures and districts are eligible for this designation if they are at least
50 years old and meet established criteria. Plaques are available, but not required.
Additional information on The Texas Historical Commission web site describes:
1) Benefits of listing a property in the National Register
2) Criteria for listing in the National Register
3) Steps for nominating a property to the National Register
4) The State Board of Review
5) What is the National Register of Historic Places
6) The National Register Process
7) National Register Photo Guidelines
A federal tax credit worth 20 percent of the eligible rehabilitation costs is available for
buildings listed in the National Register of Historic Places. A building needs to be
eligible for listing at the beginning of the rehabilitation project, but need not be officially
listed until the tax credit is claimed.
The Texas Historical Commission's Historical Endangered Landmarks Program
(HELP) is an effort to identify, track and publicize endangered historic properties in
Texas and to help communities with those properties.
HELP will coordinate and facilitate local efforts to preserve Texas' unique cultural
heritage by providing a centralized source of information and directing available
resources to endangered properties. Submit an Endangered Historic Property
Identification Form and The Texas Historical Commission will contact preservation
partners in our area to develop our plan.
Additional information on the HELP program includes:
Page 25
1) Financial Assistance for Endangered Historic Properties
2) Technical Assistance for Endangered Historic Properties
3) HELP resource links
Visionaries in Preservation Program encourages communities in historic preservation
projects to look at four basic questions:
1) Where are we now?
2) Where are we going?
3) Where do we want to be?
4) How can we get there?
Through the Visionaries in Preservation Program, communities can:
• Build partnerships among diverse groups and interests
• Foster preservation leadership
• Develop unified preservation goals and action plans
• Receive priority status for local training and assistance from The Texas
Historical Commission
• Enhance capability to secure grants and funds for preservation projects
Any individual, coalition of supporters, or community group or association is eligibility
to apply. Local governments, such as mayors and city councils, city planning
departments and landmark commissions, and private nonprofit organizations are also
eligible.
For additional information go to the following websites:
www .TheTexasHistoricalCommission .com
www.PreservationDirectory.com
www.heritagepreservation.org
www.nthp.org (National Trust for Historic Preservation)
swro @nthp.org (Fort Worth, Texas field office of National Trust)
www.oldhousejournal.com
www.restorationandrenovation.com
Landscaping
At the FWLCV the Greater Fort Worth Herb Society planted and maintains an herb
garden similar to those used in the period, and they also built pathways, arbors,
benches, and historically accurate fencing (built with branches). They have published a
booklet (available in the gift shop) about the various herbs and their uses -- it is good
publicity for the Greater Fort Worth Herb Society. The Society should consider
Page 26
partnering with a community garden club or other organization for assistance with
landscaping.
Education
Executive Summary
The main purpose of the Education Campaign from Leadership Southlake is to target
the local and surrounding communities and help educate them about the SHS and its
significant role in the preservation of the history of Southlake. Our goal is to reach
100% of our community and to educate them about the unique history of the great city
that we live and/or work in.
In evaluating the best method to achieve this goal the two most obvious obstacles
include financial costs and time. The SHS would like to provide a source of information
for all age groups, from school children to adults, organizations, and visitors. With that
in consideration, below are a few ideas that will enable the SHS to better educate the
public about its existence and achievements.
Website
First, it is highly recommended that the SHS develop a well maintained and often
updated website. Such a website would allow for the easiest form of education and
communication with the citizens of Southlake. It is also the most logical way to reach
the most number of people - however, the public must be educated about the existence
of the website itself. Included on the website could be:
• A detailed analysis about the history of Southlake
• Historical time lines
• Historical facts and figures
• Contact information
• Photographs
• Oral history interviews
• Research links to/ from the web site
• Research local and non -local historical societies
• Link to Southlake Chamber website
• Local School links to /from SHS website
• Local and Regional newspaper site
• Link to public libraries in surrounding area
Pabe 27
Brochures and Literature
• Literature on SHS available at the Southlake Li
• Include Brochures in "Welcome Neighbors' and Newcomers packets
• Brochures available at HOA (Homeowner's Assn) meetings and offices
• Realtors, Relocation companies and new business moving to o area
• Distribute at schools at all grade levels (public and private)
Video Cassette
• Create a short tare on history of Southlake. Provide this tare to local libraries
and area schools
• Sampler tape of clips of Southlake Past and Present
Visibility at Public Events
Art in the Square and Oktoberfest - have a booth with interactive activities for
children and young adults, copies of historical photographs and renditions for
purchase. Include certain historical artifacts and furnishings on display, etc.
These two events alone draw in excess of 100,000 people annually to the
community.
Local History Fun Fact Sheet
• What was originally located on the land where Southlake Town Square is now
built?
• What was originally located on the land where you School is now located?
• When was Southlake founded as City?
• Who was Southlake's first Mayor?
• Who is Southlake s current Maw
• When was Carroll Senior High built?
• Why is the Dragon our school mascot?
Written communication by SHS (several sources available)
• Local newspaper columns
• School newsletters
• Southlake Scene (provided twice per year by Parks and Recreation)
• Southlake Chamber Directory
• City brochures
• Quarterly newsletter provided by SHS
Public Speaking
• School assemblies
Page 28
• Southlake Chamber (booth at Market event held twice per e 'er
• Scouting organizations
• Southlake Senior Activity Center
• Summer programs and summer camps
It is the educational committee's opinion that of all those avenues listed above, the SHS
website would capture the largest audience and be most beneficial in terms of
awareness and education. It would also provide the most economical sense in regard to
on -going communication and education (once beyond initial set up fee). The Web Site
should be a Learning tool but also relate information that SHS has to offer. In addition
to being informative, it should also be easily accessible, easy to navigate and most
important ....... INTERESTING. New information on a monthly basis would encourage
return visits to the site and, therefore, be recommended to others.
The following historical websites have been researched by the Education Committee.
Should SHS decide that a website is their preferred method for education, some of these
formats should be considered when designing the Southlake Historical Society Website.
♦ www.emmitsburg.org
www.oldcolorado.com
♦ www.chicagohs.com
♦ www.scottiiihistory.com
♦ www.ochistorical.freeservers.com
♦ www.mnhs.org
♦ www.sandie ohg istorN
Most importantly, should the SHS decide that a website be a part of the educational
aspect, the following information is needed to capture INTEREST and KNOWLEDGE.
• CALENDAR OF EVENTS
Art in the Square
• ABOUT SHS
History
Vision
Board of Directors
Press Releases
From Blueprints to Buildings
• EVENTS AND NEWS
Pabe 29
News releases
Lunchtime with History
• HISTORICAL SITES
Township
Lakes
People and Places
• PRESERVING OUR PAST
Toin SHS
Volunteer
• SCHOOL RESOURCES
In- School Programs
History Day
Online Resources
Classroom Publication
Teacher Education and Feedback
History Bees
This Day in Southlake
• Did you KNOW?
• This day in HISTORY
• OUIZ- (geared toward Young children
• Where are they NOW?
• Life after Southlake? Where did they go?
• Demographics
• S ports
• City Government
Possiblv the Greatest wav to impact information and hopefully create interest in local
historical events is through a „ e j�ger" audience. It is imperative that the SHS connect
with the Southlake Schools to capture the children's interest. This will help educate and
instill an interest in our children, who are the future and will also be a Dart of Southlake
History.
Should grade level children become involved with SHS, this will perhaps help form an
interest in parents and business owners. One way to help get schools involved is to let
them know what the SHS can offer the children in our community.
The Southlake Historical Society was formed to preserve landmarks and to identify
historical sites in the town. The SHS should also preserve books, documents and
photographs relating to history of Southlake.
Page 30
Site Location
Executive Summary
This report is designed to provide guidance to the Southlake Historical Society to
identify and secure a location in the City of Southlake for reconstruction of an authentic
log cabin. For purposes of this report, the site would consist of one log cabin. A log
barn or other authentic structures may be constructed next to the cabin at a future date.
The total land requirement should not exceed 1 /2 acre. This report identifies important
site characteristics, identifies several locations and provides feedback received from the
city. Additionally, we have provided guidance for proceeding with the city of
Southlake on this project.
SITE CHARACTERISTICS
The following characteristics have been identified as key components of targeting a
location which would best serve the objectives of the Southlake Historic Society and the
citizens of Southlake.
Visibili - The Historical Society has communicated to Leadership Southlake that
visibility is most critical to the success of this project. A highly visible location provides
the best advertising for the log cabin and would increase visitation. As with
commercial developments, the higher the visibility, the more difficult it may be to
secure, as land values are higher. The process of obtaining a highly visible site will be
more complicated; however, once achieved, the Historical Society would likely receive a
greater amount of support from the city of Southlake to ensure its success.
Historic Significance - Direct historical significance will promote the heritage of the
Southlake community and will further enhance the educational experience provided by
the site.
Aesthetic Setting - Rustic and /or aesthetic surroundings will provide the best visual
background for the cabin and increase visitation. Aesthetic sites will also enhance the
historical and educational benefits of the cabin.
Parking - There must be adequate parking in close proximity to the cabin.
Page 31
Securi - Security must be adequate to provide safety for visitors and prevent
vandalism /fire damage to the structures. Some of the more remote areas in Southlake
have been susceptible to security problems in recent years.
SITES IDENTIFIED
Town Square Park (EXHIBIT A) - Town Square Park is the most visible location
identified. This location would provide a high profile setting within a very successful
development. Town Square would provide excellent security and good historical
significance. Town Square is a mixed use development which is primarily controlled by
a private developer, Cooper & Stebbins. Securing this site would require city and
developer approval, making the process of securing the land more difficult. A portion
of Town Square has been master planned as a public park; however, other commercial
developments have recently been considered for a portion of Town Square Park and the
ultimate use of the land has not been finalized. There are other possible sites within the
Town square development north of the planned park that could be viable locations.
Town Square has been identified as the preferred choice of the log cabin by the
Historical Society. We recommend the Historical Society pursue Town Square Park
provided that alternative sites are pursued just as vigorously. Until the ultimate use of
the Town Square Park is determined, the Historical Society must pursue viable
alternatives that can be achieved within a reasonable time frame.
Bicentennial Park (EXHIBIT B) - The Bicentennial Park Site would provide excellent
visibility and good security. There are multiple locations within the park that have
been identified by the City Department of Community Services as possible locations for
a cabin. The site is primarily a sports complex and during peak times parking can be a
problem; however, the park draws many recreational visitors that would explore the
cabin while they are there. Bicentennial Park provides excellent historical significance
as "Bunker Hill" (at the water tower) was commonly used as a campsite for wagon
trains traveling west in the late 1800's. Bunker Hill provides the highest point in
Southlake which was used to spot raiding Indians by the early settlers. A log cabin
project at Bicentennial could easily be expanded to include other early settler or wagon
train themes.
Senior Center (EXHIBIT C) - The Senior Center Site could provide decent visibility,
security, adequate parking and an aesthetic setting. The land is valuable and the City
has considered selling a portion of it. Additional benefits could be provided to our
senior citizens resulting from children visiting the site. There is a pond adjacent to the
Senior Center for aesthetics.
Page 32
Royal and Annie Smith Park (EXHIBIT D) - Royal and Annie Smith Park has been
tentatively identified by the City Department of Community Services as a preferred
location for a log cabin. The Park provides an excellent aesthetic setting and has
historical significance. This park is adjacent to a Keller ISD elementary school and
could easily accommodate an expanded setting with several historical buildings and
structures. This site currently provides minimal visibility and would need additional
promotion.
Old Union Elementary/ Nobel Oaks Park (EXHIBIT E) - This location provides a city
park adjacent to a CISD elementary school and could be an excellent educational tool
for area schools. Southlake's first school was located nearby in 1903. This site could be
expanded to include a typical period old school house. Good security, parking and
decent visibility is present. An aesthetic setting exists in Royal Oaks Park near the
corner of Carroll and Continental. Leadership Southlake has brought this idea to the
attention of the CISD superintendent, who expressed an interest in locating the cabin
near a school.
Bob Tones Park (EXHIBIT F) -Bob Jones Park has a lot of land to work with and could
provide a very good aesthetic setting. The park is in a remote area and has had recent
security problems.
PARK BOARD AGENDA
The Historical Society should present this as a requested discussion item to the Parks
Board. Listing it as a discussion item (not an action item) will allow the Historical
Society to get direct feedback and input from the parks board. Contact the City
Community Services Department and let them know when to put it on the Park Board
agenda. The Board meets the second Monday of every month at 7 P.M. at Southlake
Town Hall. The Historical Society will need to present all requests and information
prior to the presentation to allow the Park Board to package it properly. The Park
Board will guide the Historical Society through the process. The direct contact for that
action is Steve Polasek, Deputy Director - Community Services at 817- 481 - 5581x1543 or
spolasek @ci.southlake.tx.us The City will accommodate the Historical Society in
presenting this project for discussion.
CITY FEEDBACK - DEPARTMENT OF COMMUNITY SERVICES
Leadership Southlake contacted Malcolm Jackson, Director of Community Services, to
initiate feedback regarding locations for a historic log cabin. The following comments
were received from the City staff and do not reflect any direct input from the Parks
Board:
Page 33
Town Square - Town Square gives visibility; but there is a question whether or not the
design and character is consistent with the ambience and what is trying to be achieved
with Town Square in general. Further, what else can accompany it for support or to
encourage it to be visited and meaningful?
Bicentennial Park - Bicentennial does have Liberty Garden, but the general theme of the
park at the current time is one of an active sports complex. There are question as to
whether or not log cabin visitation would be frequent because of the constant struggle
for parking due to the volume of sports activities, which might discourage others from
visiting the park for the sole purpose of visiting the cabin. One site to consider is an
open 50x50 area immediately south of the Community Center main offices. Another
possible site is at the top of the hill near the water tower.
Bob Tones Park - Bob Jones Park serves as a tranquil setting to some degree, but there
are security concerns because of the remoteness of the area. There have been two
arsons at the park in the last three years and it remains a concern.
Royal and Annie Smith Park - Royal and Annie Smith Park seems like an ideal location,
but would require extra advertising to inform the public of its location until it became
well known. This park has an ideal spot on the hilltop that overlooks the park and is
the location of the old original farmhouse for Mr. and Mrs. Smith. It has a rock wall
edged driveway that is no longer in use, but makes for great aesthetics. In addition,
there is old farm equipment that is being readied for display in a pioneer village type
setting. A preserved original hand dug water well is near the home site. There is a
school adjacent to the park that would add to a complete learning experience for a
school visit. This area can also be envisioned having an old split -rail fence corral flower
garden consistent with the early pioneer days. School children could visit as a field trip.
The area is close enough to other structures to have improved security, but not so
congested that it is a challenge to visit.
Senior Center Site - The cabin may fit adjacent to the Senior Center and incorporate the
pond into the aesthetic view. A program with seniors telling historical stories to youth
is possible.
Nobel Oaks Park - There is minimal open space at this park but it may warrant
consideration.
Park Rankings - If listed in order of city staff recommendation, the ranking is (1) Royal
and Annie Smith Park; (2) Town Square in a rustic park (should there be one); (3)
Bicentennial park towards the west end of the pine trees and west /northwest of the
natural preserve area west of the Liberty Garden and (4) Bob Jones Park in a rustic area
of the park but near a parking lot. The Senior Center and Nobel Oaks Park were not
ranked as those comments were solicited subsequent to the ranking.
Pabe 34
CONCLUSION
The city expressed a high level of interest in this project and is excited the Historical
Society is considering this project. Other feedback we have received from city council
members, community leaders, and citizens indicate this project will be well received.
There are a number of viable sites that would work very well for the cabin. The city
staff and Parks Board will welcome all ideas and thoughts regarding potential sites. We
recommend that the Historical Society initiate dialogue immediately with the City of
Southlake and the Parks Board.
Page 35
Fund Raising
Executive Summary
Fund raising efforts for Southlake Historical Society (SHS) activities, including
construction and maintenance of the cabin, should focus on two separate funding
requirements: initial construction and ongoing operations/ maintenance. A successful
fund solicitation campaign is heavily dependent upon definition and communication of
the purpose of the project and the relevance to a target constituency. As a result, details
of the campaign cannot truly be defined and developed until such time as other
activities have been completed (e.g., research and restoration plan (including time
frames) and education plan). In addition, the Society must define specific benefits that
will accrue to those individuals and others being targeted.
Once the "core" development activities have been proposed/ defined, the Historical
Society has a number of potential funding sources on which to draw. In general, based
on ease and likelihood of success, these include: Donations (individual and corporate);
Sponsor /member programs; Special events; and Foundations/ grants.
Defining and implementing a successful fund raising campaign hinges on how well
(and how consistently) the SHS communicates its vision and master plan. The message
should include project description, relevance to the community, and any defined time
frames. It should also reference the vision of the SHS and how projects support that
vision.
Fund raising activities are not one -time events, but will require the involvement of
many volunteers on an ongoing basis. The following plan outlines the key fund raising
effort considerations.
Page 36
Goals, Objectives, Strategies
The goals and objectives of the fund raising campaign must be fully defined by the
Southlake Historical Society (SHS). In general, there are two distinct goals:
- To develop and implement activities that will generate capital dollars required to
initiate and complete a project.
- To develop and implement activities that will generate the necessary dollars for
each fiscal year's operating budget.
All projects will require an initial level of funding for such items as land acquisition (if
needed), building materials, building construction, technology purchases (e.g.,
security), etc. However, capital needs will likely not be limited to year one. Over time,
any required repair and renovation activities may require additional capital, so a key
consideration should be to establish a capital reserve fund to accommodate unplanned
expense requirements.
Before commencement of any campaign, certain requisites must be met. First and
foremost, a successful campaign must be supported by a documented, quality
communications plan. This plan should incorporate the mission and vision of the
Southlake Historical Society, including a "why we exist" perspective. It must also
define why the SHS needs financial support, including plans, benefits, costs, etc.
Among the questions to be answered are the following:
- What community interest is being addressed?
- Who will benefit from this program?
- Is it targeted as an education program, as a tourism program, or for some other
purpose?
- What makes this program unique?
- What are the funding requirements (initial and ongoing)?
- WIIFM (What's in it for me (the donor prospect) ?)
The importance of documenting the plan is really twofold:
- Insure consistency of the message, regardless of who is telling the story
- Elements of the plan can be used as part of a required multi - pronged campaign
including brochures and other solicitation materials, as well as PR activities.
The sources for soliciting capital dollars run the gamut from individuals to corporate
support and also may include foundations/ grants as well as special events. Amount,
timing (i.e., when are the funds needed ?), and purpose will dictate the source(s) to be
targeted. Regardless of the source, however, the solicitation message has to be
consistent. How much money are you trying to raise? For what purpose? Who
benefits from this project? Why is it/ should it be important to the entity or individual
being solicited? In reality, answering the last of these questions is the single most
important consideration in insuring a successful campaign.
Page 37
The remainder of this section will document what source(s) can be used for what
purpose. The source for much of this content is The Grass Roots Fund Raising Book.
Target Audience
Fund Raising Activity
Average Turnaround
Time
Individuals
Annual campaign
Immediate
Auxiliary membership
Immediate
Direct mail
Immediate
Corporations
Endowment or capital
3 -12 months
Grant writing (corporate
foundation)
3 -12 months
Foundations
Grant writing
1 -2 years
Endowment or capital
3 -12 months
General Public
Donor solicitation
3 -12 months
Speakers bureaus
3 -6 months
Government (local, state,
federal)
Grant writing
1 -2 years
Some of the considerations in targeting potential funding sources are as follows:
Individual/ General Public
- probably the easiest to target (e.g., networking) but may yield relatively low
results
- develop and implement a solicitation package, not just relying on "word of
mouth"
- develop a member /sponsor program (e.g., Friends of the Society) to encourage
involvement by a broad base of community residents, community leaders, etc.
Corporations
- often difficult to identify specific target contact
- results are often out 3 months or longer
- potential source for ongoing support depending on strategic value to that entity
- probably not a viable source for the cabin project
FmindAtinnc
- requires significant lead time from submission to approval of funds
- difficult competition given reduced funding from foundations
- can be used for initial or annual campaigns
Government
- some opportunities for grants
- matching funds opportunities
- potential tax incentives should be considered
- probably requires greatest amount of time to address
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Strategy
Each of the potential funding sources will have a distinct strategy. While there may be
some overlap, the uniqueness of each strategy suggests the need for a mix of targets and
strategies in order to maximize funding opportunities realized. It's essential that a fund
raising calendar be developed as a way of balancing and managing activities over time.
As an example, the following schedule could be used for an annual campaign:
March -April Create campaign committee, recruit volunteers
May Begin development of campaign and solicitation materials
Begin to assign target contacts for each volunteer
May -June Initial contacts with target donors
July- August Campaign kickoff; mail solicitation letters
Begin contacts
Sept. -Oct. Periodic committee review of progress
Second mailing as required
To raise dollars from individual support, networking remains the most effective
approach. As noted earlier, however, individuals conducting solicitation activities must
have the brochures and support materials that "tell the story". Among the strategies
are the following:
- annual campaign solicitation
- major donor campaign
- sponsor or member programs
To raise dollars from corporate support (largely local businesses), the strategies
include:
- monthly breakfast or other event for repeat and prospect donors
- coordinate activities with the fiscal giving schedules of corporations
- research and target new prospect donors
To raise dollars from foundation support, a key strategy is to seek multi-year funding,
as well as capital gifts for construction- related activities. Additional strategies include:
- solicitation for specific programs (e.g., the cabin)
- research new foundations supporting similar projects
To raise dollars from special events, the most critical requirement is to define specific
objectives and how a particular type of event can contribute to success. As an example
the Historical Society might consider a "barn raising" event, soliciting labor and
contributions as well.
One additional consideration should be the initiation of an application for matching
funds from the City of Southlake. To pursue matching funds:
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- Send a matching funds request to Malcolm Jackson, Director - Community
Services, that outlines the following:
• Project overview
• Project budget
• Request to match the project budget with City funds
- This application would then be presented by Mr. Jackson to the Park Board, then
the Southlake Parks Development Corporation, then finally to the City Council
for approval.
There may also be a number of community events (e.g., Art in the Square) that
represent opportunities to coordinate with other participants and generate interest in
Historical Society efforts. The SHS should identify organizations that sponsor such
events (e.g., the Southlake Women's Club sponsors Art in the Square), then present the
communications plan to that organization.
Communication
As mentioned previously, a successful fund raising campaign relies heavily on a clearly
defined communication plan, the core of which is the mission statement for the project
itself. This statement should be a concise description of the project purpose and
objectives, along with reference to community benefits that will accrue from the effort.
Once the mission statement has been defined, the Historical Society must develop a
communication plan that encompasses all potential communication media, including:
- Marketing materials
- Solicitation letters
- Volunteer recruiting efforts
- Campaign materials
The plan must address both aspects of funding requirements, i.e., initial /capital
funding and ongoing /expense funding. The campaign must clearly outline the
financial requirements of each aspect since it is highly likely that different sources will
target their contributions to a specific element of the project.
The communications plan should also outline the rationale behind the use or exclusion
of the funding sources identified earlier. As noted, targeting the general public will be
the easiest effort to initiate but may yield fairly insignificant results. Grants, on the
other hand, can be highly focused on a particular project but the application/ approval
cycle can be lengthy. The bottom line - before initiating a campaign, clearly define the
what ($$) and how (sources) that will support a successful campaign.
Capital campaigns
Before launching most projects, the Historical Society must initiate a campaign to
generate capital dollars for initial completion (e.g., construction, renovation) of the
project. An additional consideration is to establish and maintain (through ongoing
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funding) a capital reserve account to address future capital requirements. The initial
dollar requirement will often be very significant, suggesting the need to utilize more
than one of the funding sources highlighted above.
Developing a successful capital campaign is nothing short of adopting a Marketing 101
approach, i.e., develop a story and message, then tie these to some anticipated or
perceived benefit to the individual or organization targeted. This campaign must be
clearly and consistently supported by a communications strategy developed well in
advance of campaign launch.
As referenced elsewhere in this document, among the events or activities that can be
deployed to generate capital dollars are the following:
- Major fund raising activity such as a raffle
- Grant/ foundation solicitation
- Matching funds
- Brick pavers
- Individual and corporate donations
- Donation of labor/ materials by local contractors
While details are not included with this initial plan, they can easily be developed
through a joint Historical Society/ Leadership Southlake effort. An important
consideration is that the requirement for capital dollars is not a one -time need. The
Historical Society must create a reserve fund that can be used for any unanticipated
expenses that are not typically funded from an operations budget.
Annual campaigns
An annual campaign will have, as its primary focus, support of ongoing operations.
But a successful campaign hinges on how well it is structured and how clearly each
member of the campaign committee (yes, it does require formal structuring to succeed)
understands the campaign objectives, as well as their role in achieving success.
A typical campaign will be for a defined duration and time period, much like the
annual United Way campaigns. Leading up to that, however, are several months of
planning, including defining audiences to be targeted, developing solicitation materials,
and recruiting volunteers to participate in the campaign. All solicitation should be
personalized and should make strong reference to the specific needs of the campaign
(define dollar requirements and project scope), and document benefits to the individual,
company or community.
The list of potential activities used to generate funding for ongoing operations expense
is limitless. Included in this list are activities such as:
- Donations (individual and corporate)
- Annual memberships in the Historical Society or other group associated with
history initiatives
- Advertising on any materials used to promote the cabin
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- Sell rights to fly a flag or advertise on the cabin site
- Rental of cabin for special events (e.g., weddings, reunions)\
- Sale of cabin memorabilia (e.g., cabin replicas, post cards)
- City subsidies
Next Steps
So where does the Southlake Historical Society go from here? You have at least some
semblance of the project(s) for which you're developing your fund raising efforts. But
the pool of available funds is shrinking and non - profits are increasingly looking to
funding sources for their survival. What is it that sets successful fund raising
campaigns apart from others? In large part, it all ties back to three variables:
- Communication;
- People; and
- Planning
The following fund raising thoughts serve as an excellent summary of these
perspectives. They were presented at the 2000 NSFRE International Conference by
William Swindell, CFRE.
Generalizations - For a non -profit to be effective in fund raising, the agency needs:
- Strong, diversified board leadership with an effective committee structure;
- Motivating vision, mission and case for support;
- Realistic plan and timetable;
- Enough donor prospects;
- Enough volunteer resources.
Principles
- People will donate; whether your organization or cause is on their list is up to
you;
- People give to people;
- Donors must have confidence in the mission, management and governance of the
agency;
- Major donor prospects fund after they have reached a "comfort level" with an
agency;
- Comfort level depends on individual relationships developed over time;
- Community leaders bring credibility to an agency and can "short- circuit" the
time needed to build relationships;
- The giving public needs continuous reminders that your agency is meeting
community needs.
Conclusion
This document has attempted to outline key considerations required for any fund
raising campaign. Rather than provide specific "how to's ", it provides an overview of
various funding sources and how each of these might utilized as part of a fund raising
Page 42
campaign strategy. The emphasis on communications, people and planning cannot be
overstated. Deficiencies in any of these three critical areas will adversely impact the
likelihood of success of a campaign. By following the template outlined herein, the
Southlake Historical Society will improve the likelihood of success in generating the
funding necessary to launch, complete and maintain projects that effectively represent
the history of the City of Southlake.
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Exhibit A — Town Square Park
Exhibit B — Bicentennial Park
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Exhibit D — Royal and Annie Smith Park
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Exhibit E — Old Union Elementary/Nobel Oaks Park
Exhibit F — Bob Jones Park
Page 49