HomeMy WebLinkAbout06212021 Historic Preservation Special Meeting Laydown - Tanguy Libbrecht06212021 HP Special Meeting
Laydown - Tanguy Libbrecht
HP CLG PROJECT # 20005
WORKING DRAFT REPORT As of 6/21/21
Walking Tour and Signage Project Update
Tanguy Libbrecht: Project Manager
This report will serve as a progress report for CLG Grant #20005 and will seek to summarize
the following:
1) Overall project goals and history
2) Timeline of said project and update on progress
3) Budget, report on private fundraising efforts and in kind, effect on City of Seward
Share of project
4) Public notice, marketing outreach and donor recognition
5) Goals and expected outcomes of project
Overall project goals and history
CLG Project #20005 was approved by the State Historic Preservation office in late May 2020.
The fulfillment of this CLG Project was started in June of 2020. Note that the project was the
result of many hours of preparation and significant collaboration with Library/Museum
Director Valarie Kingsland and administration including the city Manager at the time. This
was additionally approved by city council who approved not only the project, also the city's
share of cost. Fortunately, through thousands of documented volunteer time, city support, as
well as the enthusiasm and generosity of Seward Citizens, we are nearing completion of this
project (See below). The overall goals of this project and deliverables are available in the
original grant application and subsequent grant notification The State Historic Preservation
office has indicated they are THRILLED and IMPRESSED with the way in which we have
executed this project, which is not always the case when working with grantees.
Original commissioners on this project were Cheryl Seese, Sue Ward, Iris Darling, Wolfgang
Kurtz, and John French. Current commissioners include Seese, Ward, Libbrecht as well as the
valuable addition of commissioners Mary Ann Benoit and Jim Pemberton.
Committees were set up as follows:
• Historic Preservation Planning & Advocacy
• Marlceting & Communications
• Grant and In -Kind Donations
• Volunteer Recruitment & Engagement
In the words of the administration: (we) have created an activity that every resident and visitor in
Seward will enjoy for years to come. (our) love of the community and the historical events that
shaped it is evident in the passion (we) demonstrate for the service (we) provide. Seward is truly
lucky to have such a dedicated commission. I concur......We have been told we should be
commended. With that, I also concur.
Goals reached and expected outcomes of project
• 26 signs have been completed for the walking tour and have been shipped. These signs
were offered at no cost to the recipients as cost was covered by the CLG Grant, well
over a thousand volunteers hours, in kind donations from various local partners and
cash donations from generous Seward Citizens
• Tremendous partnerships have been strengthened with local historic societies, our
library/museum and local businesses and private citizens, including renown historians
and curators of our history. We ended up needing rights to over 100 pictures from our
partners at SCLA and RBHS, much appreciated and of tremendous value well beyond the
in kind we thought we would need for pictures.
• A virtual presentation and project overview set to period music has been completed and
will be shown at the City Council meeting on June 28. The public is invited, and we will
celebrate with cake. This will be publicly noticed, and everyone is welcome.
• Project has been documented via our Facebook page and through dozens of meetings,
sometimes several a month throughout this project.
• Our HP web page will be featuring the newly created walking tour featuring the 26 sign
locations plus other walking tour locations of note that total over 40 stops.
• Once signs are in the ground (anticipated to be in late July (Shipping by boat July 12) due
to shipping delays), we will be distributing two side narrative maps with historical
narrative to guide visitors. These will be made available free of charge to the public.
• A thank you sign will recognize our partners, collaborators and donors and will be
installed in the library garden.
• A report on our timeline, project considerations and fundraising efforts is below:
Budget, report on private fundraising efforts
Initial estimated project cost was right around $28,000 and we are really close to that target
with an estimated cost of $29,190. This may go down depending on shipping costs and or if any
remaining supplies can be gotten for less. This could go up is cost of rental equipment or any
excess delivery or supply fees are added. We have collected $7200 in private funding, well over
$3000 of in kind and logged volunteer hours that are exponentially beyond the original 300
hours. Volunteer hours are worth over $28.00 per hour. It has been opinioned that the overall
value of the combine volunteer hours for a project of this scope would be worth well over
$100,000 for a paid contractor vs volunteers who have donated their valuable time, talent,
treasure and professional expertise out of the goodness of their hearts for the sole benefit of
Seward Residents and Historic Preservation.
The original state reimbursement would not have been enough to cover invoiceable costs and
anticipated costs of install. As per SHPO, the city's original required $2500 cash share
contribution to the 40% match was also completely rendered unnecessary by the number of
volunteer hours.
EXPECTED PROJECT COSTS
PERSONAL SERVICES
AP Chainsaw: Quote for install of all signs
CONTRACTUAL:
Corvus Designs: Sign design
Corvus: Printed Map Design
Interpretive Sign Manufacture
Thank you sign only manufacture (revised and
shipped)
Backhoe Rental
Concrete Mixer Rental
$ 1,200.00
$ 1,200.00
$ 19,468.23
$ 9,500.00 CONFIRMED PRICE
$ 1,500.00 CONFIRMED PRICE
$ 6,268.23 CONFIRMED PRICE
$ 700.00
Estimated
$ 1,200.00
CONFIRMED PRICE
$ 300.00
CONFIRMED PRICE
SUPPLIES AND MATERIALS
Printed Maps-5000 full color $
Posts and mounts include delivery $
Fast Setting Concrete 120 bags $
Sauna Tubes x 20, Home Depot or Lowes $
Picture Rights -Various Not inc. any in kind $
Shortfall was addressed in two ways:
$ 8,522.53
895.00 CONFIRMED PRICE
6,917.53 CONFIRMED PRICE
Metco will pr
- provide free
280.00 ESTIMATE
430.00 ESTIMATE
1) Request for SHPO additional funds (not unusual in late stages of project the maximum
of $24,000 that the original request could have asked for. This was requested by project
manager Libbrecht and Commission voted to accept the extra funding. Note that the
original amount was $22,125 due to administrative fees collected by the state. Later,
they determined that they would not be levying this fee and that they would reimburse
UP to $24,000.
2) Initiation of private fundraising efforts by Commissioner Ward and Former
Commissioner Darling, who was one of the named commissioners on the original grant.
Ms. Darling served a volunteer fundraiser with Project Manager Libbrecht in charge of
the committee. While this committee was referred to as the fundraising committee, it
served the purpose of the grants/in kind committee that was referred to in the
December meeting and in numerous publicly notices HP work sessions and regular
meetings since that time. On June 4, a letter of solicitation was sent to potential private
funders. Although the commission, and administration was apprised via comments
from Commissioner Ward in several meetings that a letter was going out, it was not
reviewed in a meeting or entered into public record via discussion and exhibit at our
regular meetings. HOWEVER, NO Direction was provided by the Clerk's office that this
would be necessary. I would like to reiterate that the fact that the committee was
fundraising private funds was very clearly discussed in many meetings that the public
was invited to.
Question: What was the goal of the community fundraising effort: To close a gap that
was initially thought to be about $3000-$5000, that was then lessened by the SHPO
removing an administrative fee that increased the overall potential reimbursement to an
amount UP TO $24,000. See detail above for expected cost of project.
Question: Purpose (Intention) for use of the funds: The funds will be used to satisfy the cost of
designing and manufacturing signs, posts and mounts, supplies, equipment rental and
installation, as well as printed walking tour maps. All costs are specified in the grid above.
Again, cost of material and installation came in slightly higher than expected.
Question: When is the deadline for donations to be received or is it an ongoing date. Any
donations that are received from here on out would only be from previously committed funding.
Commissioner Ward has called all donors who indicated verbally that they would donate to
thank them, establish how they would like to be listed on the sign etc. Any solicitation of funds
was completed om June 10. The Welcome sign recognizing donors who gave or expressed an
interest to give has passed and the sign has been submitted for manufacture. There is no further
fundraising anticipated at this time.
Question: Did Seward Historic Preservation Office (SHPO) increasing the budget for the
Certified Local Government Grant (CLG) by $5,235 on April 30, 2021, effect the amount
being requested from donations? No, the STATE Historic preservation office (not Seward)
increasing the budget did not. Due to higher -than -expected costs of sign manufacturing and
delivery and the elevated cost of supplies, my estimates indicated a shortfall of $3,000 to $5,000.
As we moved past the design and manufacture state, it became apparent that installation costs
might exceed original expectations. SHPO also originally indicated and administrative fee that
would have resulted in a maximum reimbursement of $22,100 not the up to $24,000 the city may
receive now. Additionally, as the value of volunteer hours has far exceeded the original estimate,
there is no longer a required City Cash Match for this project. Because the city was partnering on
this CLG grant for the benefit of Seward and citizens, we originally anticipated some support from
Seward Public Works and or Parks and Rec to help defer the cost of installs and to provide
expertise. Due to the high workload and lack of available staff and equipment, both departments
indicated they would not be able to offer any support. Very recently, we have received some
indication that they may be able to provide limited consultation and assistance. The inability to
count on this support from our CLG partner (understandable in this pandemic environment) caused
me to determine the need for additional funding. Fortunately, I have been able to secure the
services of a local business owner, who will coordinate the installation with volunteers at a
reduced cost. It is not unusual for project budgets to change or be modified over the course of the
many months for implementation. Throughout the process, we have kept stakeholders aware our
progress through work sessions, regular and special meetings. Page 32 of the executed grant
request stated that we would be seeking in kind donations and private funding during this project.
The city endorsed that by reviewing and signing off on our grant application. The committee
called grants and in kind, was intended to be for fundraising. In April, during working sessions, in
my report I indicated:
Time to start working on some fundraising and eventually volunteers. This will be subject of
further discussion. Need to also re[work committees.
Historic Preservation committee is very active, others will now come into play:
1. Volunteer recruitment and engagement
2. Fundraising and In -Kind partnerships
3. Marketing -Radio, newspaper, Facebook
This name could be changed to fundraising for this project if needed. Keep in mind that these
committees are permanent committees for the commission as voted on many months ago.
Question: How may donations have been received to date:
According to Naneth Ambrosiani in Finance, $7200 has been received, this just a bit higher the
$6500 reported by Director Kingsland on the 10th. We are not anticipating additional checks
currently.
Sue Ward touched bases with all donors as below to ascertain exactly how they would like to be
recognized on the Thank you sign that will be installed in the library gardens.
DONORS TO THE WALKING TOUR
Sweet Darlings
Ms & Mr. Lezlie Wilfer
Tony's
The Tufted Puffin
The Cobble Company
The Lindsey Family
Apollo Restaurant - Kosta and Demi Kanakas
Coastal Heritage Properties - The Casagrandas
Arctic Paradise B & B
Northern Lights Staging
The Tides Inn - Peter and Jodi Toloff
Seward Alehouse
In memory of Matthew Byars
The Hohl Family
This includes the previously received donation from Rotary Club of Seward.
Question: If the commission receives more donations than needed, then where will the additional
funds go, or will they be returned to the donors? We will not know if there is an excess until signs are
fully installed. At that time, we will complete the final report for the State Historic Preservation office and
report on all budget and expenditures, applying volunteer hours, in kind, monetary expenses to the
budget. We can then either 1) Ask for less contribution from the state if we have excess funding or 2)
Retain excess funding for additional printed maps or ancillary costs related to the project 3) Use any
leftover funds to produce more signs or 4) Return any excess funds. This option does not make sense as
we would simply ask the state for less funding and hence have no funds left over. This saves taxpayer
dollars and allows for the involvement of local stakeholder who will have been recognized in perpetuity
on our Thank you sign, which is to be in the library garden. They will also have been recognized publicly
via our PPT presentation which will be shared at the city council/public event on the 28t1i.
Deputy Clerk Stallard reported on the 15'1i that Ms. Kingsland was looking into ways to properly account
for and hold aside excess funding for future project needs. It should be noted that ALL Checks have been
made appropriately to the City of Seward as indicated by finance. If there was an issue regarding
collection of donations, it should have been brought up by the Clerk office, finance or any member of
administration at an earlier time. There was ample notice of our fundraising efforts in multiple meetings.
Current budget outlook reflects a possible excess of $2,000 when project is complete, we will not know
this until we are done with installation and all deliverables.
Question: Does the public have a copy of the Donor Sign that their names will be on if they donated
money to the historic walking tour project? If not, then one needs to be provided to the clerk and
the public. This has been provided by Commissioner Benoit during work sessions. The Welcome sign
and donor recognition have been discussed multiple times, and we held a special session just to focus on
donor recognition on 4.19.21. The sign is in production with final submission complete. How donors
wanted to be listed has been confirmed by Commissioner Ward. We wanted to make sure that all donors
were appropriately recognized. This is also part of the PowerPoint presentation that will be sent to council
This will be provided as a laydown as well now that it is finalized. Again, there have been NUMEROUS,
FREQUENT discussions of this in reports by commissioner Benoit in publicly noticed meetings.
TIMELINE UPDATE: (To be provided as a laydown)
Walking tour narrative is
complete and sent to
Mary Ann and
Peter, they are going to
Tanguy working
Cost of map design is going to be included in
5/3/2021
complete the map
on this
the original design cost
All artwork provided to (-
Zone, pre -production and
Peter Briggs-
5/15/2021
fabrication starts
Corvus
On Track
Order posts once after
reconfirming type of post
Tanguy and
Will order next week per Peter, they have
5/20/2021
land number needed
Peter
some in house
Walking tour map design
Peter Briggs-
Walking tour map is almost complete and may
6/1/2021
complete
Corvus
be ready in time for City Council presentation
Manufacturing of signs
Signs shipped last 6.14.21 unsure of exact
complete (tentative) and
arrival time. There is a delay on posts and
shipped (tentative)
mounts of 4 weeks. Expected shipping date
July 12, may be able to order utility locates,
I-Zone/Peter to
install
6/10/2021
verify
tubes and concrete before then.
Printed maps recevied
Will need to budget and for these. Color on
one side, black and white narrative on other.
5,000 Maps
These are close to production. Hope to have
6/15/2021
estimated
by 30t".
Signs received (Tentative)
Signs may be received week of the 21st or at
least by end of month. Trying to confirm arrival
6/21/2021
Received c/o?
date and time.
Hold public event
This will occur
showing off signs not yet
during 10-minute
in ground
slot at City Council
Note: It is OK if signs are in ground after 6/30 if in
7/28/2021
meeting
hand and shown to public
Sign Installation
Sign installation will not happen until posts and
Complete/may require
mounts are received which have been
volunteers or city
delayed. SHPO is OK with this. Ideally
collaboration.
complete by July 31 in accordance with our
GRANT PERIOD ENDS
final report. They have been apprised of delays
in receipt of mounts. Signs are on schedule to
be here before June 30 and can be displayed
in part or in whole in library or other facility. A
local resident, Austin Chapman has offered his
services to oversee installation. He has
submitted an invoice and detailed agreed
services including all digging, filling and
coordination of installs. This will still
necessitate some volunteers. Bid submitted
at $1200 for this service for installation of all in
ground signs. Austin will pick up equipment,
handle concrete and fill material needs,
transport equipment and materials from site to
site and oversee all install procedure. He has
submitted W-9 and a pre invoice to Director
Kingsland who will forward to finance. Do
Volunteer/In Kind
we need any type of vote or agreement on
6/30/2021
Committees
this?
7/31/2021
Final Grant Report Due
Ivaiarie Kin stand
I also commend our incredibly enthusiastic, dedicated and talented commissioners and express
tremendous gratitude to all our partners and supporters that are pulling together to bring this
project to fruition during some incredibly challenging times.
Respectfully submitted for consideration: Commissioner Tanguy Libbrecht