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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 w OF c6 ME g a f � r MU M . ris _qS{ t IL ` Jk. S f � I 00 a )� n t/ //::j� � P- 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 r U C) a) to a 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 Q � L L E Q W E �L V W W H H v L v Q N (MC0O+--imm0m'tNNmmN0mm N N r I r I r I N r-I r-I N N N N N r-I r-I m r-I 100�I��101�Lf1Lf1 +�000l000ONCOl01�M � N N N N N N rM r I r I N rM rM N N rl N N +.+ O C v o v a v u u L ro ro L v O L- c ,n v c v 3 LO D c O ro a ro v v + � f° 'a ro N U O ro _ u o °fro c LO o v v u cc 3 O > �"ro(n 4-J ro C, E v r a�- a3 �, -a v 3 o N� -z In v 7 U+� C o w v w L > ++ v c 0 > v � '~ c°) LO U ro v LO ' L -W L O 1; O rn u pi ro rn � u -C v v° Q 0 �' L O 0 0 a> u LO L > (0 Cl ro U .- a ro ro N O u c� ro ro C G� . .—' O O C O E �' L >> ° O r0 N> Lo 7 D O }, X p C O `~ ++ rn a+ E — v N u a+ 7 L V u— >w0- u ro u0- - ++ w 4. v O to a c to 0 cn a ° LLcncncn Qa�Q cn (0 , 0 0 N c O +� a E c L > L av ° E a c C C LO O o Lo LO o m U E E N D LO LO LO 0 ,n= - - �C:j N a� bA P-� 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 5.1% e 24 5.5% n is 5.7% t 13 5.3% e 17 5.3% n s 4.4% n u 6.4% i m 3.8% a m 3.4% I i 5.9% 22 t 6.4% P t Site Selection Worksheet a r P 5.9% k a 5.5% 21 r 3.6% r. k 4.9% B 1 24 U T n o k w e n r s H q i u I a I r .. e 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% 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 5.1% 1 231 1 23 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 i DAM WHESLEM, •lha 047 od SoudL31kt M308AIM [hr. n9ed iv i1a pasL. =jc iAxauo iLsoiw nry on ihe hiqiWyof ft - ,and, WHF,IRE , dha SowMa rai M mmr -Al Ptly N an HiLm ir, log ca,hin md requesi:; 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, WHF`F -Ai, Cre—Soudk ke Hiu3eio.0 Sccimy w•L71 appalru ream n< rrb,er:; ua rye oc, rhn CAME M LUL Pabe 14 REAS. dw Parks mad R-- crewirrr I -ill ainumo--nt twD Wwd mem 10 a -im tlu Cbmmi twc cm 12 200S, rrnw, 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 CIIUM I Tir g, Cik3• C i-I dtsirt:; rb qVujmj =11m foIlwking mr =r,1. 11 sui+s cm the [.ag Cabin Camnumoe, 9 M--m C i ty ca r1x l I r, I t:m yarn {{ 1:1 Cily COUDCiL -c it: SIM81m a Cihy appoinwt iif''�iArur Wmbsgumm ,[?'. }'row,iI wwinlee of Im uy,)r Prr:, Te 8 h miW mA IC,rrim E&dLMa Cif C43W d ym*t OfCMnU it Membu HUI f awn +i Ciry Comnffl 4ppoicate •net nii,w:il mumbw 7emn 5 "— -&—f it city I appninme a F co u wa I Mid, btr ac4xs nw Oty CmWlt QM inLw QFC Muayka. Ull Afm Hwh Sn uthlake IBa al witty oppukft CO-mI* ('40 10 SuuIHakr HiMa -al Sbc i Page 15 err m1w parm Bood appo I=i 1 r, , , �,,,:. Imo" '! S1tyc. ByImmk S talf Memh er dr>ML- Yo l KMAMM 5wfTrr nbsT �rKmi - mk*l SE CTION I That this nesn lumn elal 1. M C C ff+fi ve mun p3i mtvr}yr upon 7b, paz&ap wd dal. PASM AND APPROVE Crq `7':l-C1!i• fi' DAY OF DECF.!dl� E MW A3id WMVh RUM MEWC A:rl L�,� Fr:well ay SOMANY D TI A4 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 Page 38 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: Page 39 - 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 Page 40 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 Page 41 - 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. Pabe 43 y /\ /[. � \� z J Pau e 44 Exhibit A — Town Square Park Exhibit B — Bicentennial Park Pabe 45 i r � s �~ Page 46 Pabe 47 Exhibit D — Royal and Annie Smith Park A&C /a. � d y , > \ / \v � / = x °« � v �la�� 2`« � #a e48 Exhibit E — Old Union Elementary/Nobel Oaks Park Exhibit F — Bob Jones Park Page 49