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HomeMy WebLinkAbout186-18 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 186-18 File Number: 2018-0417 WASHINGTON WILLOW DESIGN STANDARDS: A RESOLUTION TO EXPRESS THE CITY COUNCIL'S INTENT TO CREATE HISTORIC DISTRICT DESIGN GUIDELINES AND/OR CREATE A DESIGN OVERLAY DISTRICT FOR THE WASHINGTON -WILLOW HISTORIC DISTRICT, AND TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $20,000.00 TO PROVIDE FUNDING FOR A PROJECT CONSULTANT WHEREAS, the City Planning Division submitted a survey to all 266 property owners in the Washington -Willow Historic District asking for input on whether the City should create design standards for historic preservation in the neighborhood; and WHEREAS, of the 94 property owners who responded to the survey, approximately 70% indicated that they would support creating design standards for the neighborhood including their own property; and WHEREAS, City Planning staff recommend hiring an outside consultant to complete the work. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby expresses its intent to draft historic district design guidelines and/or create a design overlay district for the Washington -Willow Historic District. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, in the amount of $20,000.00 to provide funding for a consultant for the project. Page 1 Printed on 8/22118 Resolution: 186-18 File Number: 2018-0417 PASSED and APPROVED on 8/21/2018 Attest: Sondra E. Smith, City Clerk Treasurer \� T �I FAY ETTEVI LLE ; GTO Page 2 Printed on 8122118 City of Fayetteville, Arkansas Text File File Number: 2018-0417 Agenda Date: 8/21/2018 Version: 1 In Control: City Council Meeting Agenda Number: C. 4 WASHINGTON WILLOW DESIGN STANDARDS: 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Status: Passed File Type: Resolution A RESOLUTION TO EXPRESS THE CITY COUNCIL'S INTENT TO CREATE HISTORIC DISTRICT DESIGN GUIDELINES AND/OR CREATE A DESIGN OVERLAY DISTRICT FOR THE WASHINGTON -WILLOW HISTORIC DISTRICT, AND TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $20,000.00 TO PROVIDE FUNDING FOR A PROJECT CONSULTANT WHEREAS, the City Planning Division submitted a survey to all 266 property owners in the Washington -Willow Historic District asking for input on whether the City should create design standards for historic preservation in the neighborhood; and WHEREAS, of the 94 property owners who responded to the survey, approximately 70% indicated that they would support creating design standards for the neighborhood including their own property; and WHEREAS, City Planning staff recommend hiring an outside consultant to complete the work. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l: That the City Council of the City of Fayetteville, Arkansas hereby expresses its intent to draft historic district design guidelines and/or create a design overlay district for the Washington -Willow Historic District. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, in the amount of $20,000.00 to provide funding for a consultant for the project. City of Fayetteville, Arkansas Page 1 Printed on 8/22/2018 Garner Stoll Submitted By City of Fayetteville Staff Review Form 2018-0417 Legistar File ID 8/21/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 8/3/2018 Engineering / _ Development Services Department Submitted Date Division / Department Action Recommendation: Express the City's intent to draft historic district design guidelines and/or a design overlay district for the Washington -Willow Historic District, to approve funding for the inititative, and to approve a budget adjustment. Budget Impact: 1010.630.6300.5315.00 City Planning Contract Services Account Number Fund Washington -Willow Design Standards Project Number Budgeted Item? No Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? Yes Budget Adjustment Project Title $ 20,000.00 $ 20,000.00 Remaining Budget l V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date. I ' CITY COUNCIL AGENDA MEMO CITY of FAYETTE'VILLE ARKANSAS MEETING OF AUGUST 21, 2018 TO: Mayor; Fayetteville City Council THRU: Garner Stoll, Development Services Director FROM: Andrew Garner, City Planning Director Quin Thompson, City Planner DATE: August 2, 2018 SUBJECT: Approval of a resolution to express the City's intent to draft historic district design guidelines and/or a design overlay district for the Washington - Willow Historic District, to approve funding for the inititative, and to approve a budget adjustment. RECOMMENDATION: Planning staff and the Historic District Commission recommend approval of a resultion to express the City's intent to draft historic district design guidelines and/or a design overlay district for the Washington -Willow Historic District, to approve funding for the inititative, and to approve a budget adjustment. BACKGROUND: In May 2018 the City Planning Division submitted a survey to all 266 property owners in the Washington -Willow Historic District. The survey asked for input on whether or not the City should adopt design standards for historic preservation in the neighborhood. 94 property owners responded to the survey and approximately 70% of the responses indicated they would support creating design standards for the neighborhood, including their property. Staff presented the results of the survey at the June 3, 2018 City Council Agenda Session as an informational item. DISCUSSION: Planning staff and the Historic District Commission request the City Council adopt a resolution indicating support to draft historic district design guidelines and/or a design overlay district for the Washington -Willow Historic District. Staff also requests funding and a budget adjustment that would allow the City to hire a consultant to complete the work. BUDGET/STAFF IMPACT: A budget adjustment is proposed in the amount of $20,000.00. Attachments: a Budget Adjustment Form Mailing Address: 113 W. 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Hausa _ i ] I Dale: 9/17/2015 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 DEVELOPMENT SERVICES (620) 2018 Requestor: Garner Stoll BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Express the City's intent to draft historic district design guidelines and/or a design overlay district for the Washington - Willow Historic District, to approve funding for the inititative, and to approve a budget adjustment. COUNCIL DATE: 8/21/2018 LEGISTAR FILE ID#: 2018-0417 RESOLUTION/ORDINANCE L ilk H t t tche� 8/8/2018 7:59 AM Budget Director Date TYPE: DESCRIPTION: GLDATE: POSTED: TOTAL 5,791 5,791 v.20180417 Increase / (Decrease) Projer_i.Subll Account Number Expense Revenue Project Sub AT Account Name 1010.630.6300-5315.00 20,000 - EX Contract Services - : 1010.001.0001-4999.99 - 20,000 RE Use Fund Balance - Current HABudget\Budget Adjustments\2018_Budget\CITY_COUNCIL\2018-08-21 \2018-0417 BA Historic Preservations Standards 1 of 1 Washington-Willow Historic District Design Standards City of Fayetteville Staff Review Form • • 2018-0736 Legistar File ID - N/A City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Andrew Garner 12/7/2018 DEVELOPMENT SERVICES (620) Submitted By Submitted Date Division/Department Action Recommendation: In August 2018 the City Council approved budget for the Development Services Department to hire a consultant to create design standards for the Washington-Willow Historic District.Attached is the contract with Thomason and Associates Preservation Planners for the mayor's signature to complete this work. Budget Impact: 1010.630.6300-5315.00 Account Number Fund Contract#2018-00000043 Washington-Willow Design Standards Project Number Project Title Budgeted Item? Yes Current Budget $ 19,850.00 Funds Obligated Current Balance $ 19,850.00 Does item have a cost? Yes Item Cost $ • 19,850.00 Budget Adjustment Attached? NA Budget Adjustment Remaining Budget V20180321 Purchase Order Number: 2018-00000817 Previous Ordinance or Resolution# RES 186-18 Change Order Number: Approval Date: 12/20/18 Original Contract Number: Comments: - J�. CITY OF STAFF MEMO FAYETTEVILLE ARKANSAS TO: Lioneld Jordan, Mayor THRU: Garner Stoll, Development Services Director FROM: Andrew Garner, City Planning Director • - DATE: November 29, 2018 SUBJECT: Mayor's Signature for Washington-Willow Design Standards Contract ATT: Draft Contract Purchase Order 2018-00000817 In August 2018, the City Council approved budget for the Development Services Department to hire a contractor to create design standards for the Washington-Willow Historic District. Thomason and Associates Preservation Planners are a highly-qualified firm, having completed similar projects in many cities across the country. We are very fortunate to have them bid on the project and a copy of the contract for them to do this work is attached for the mayor's signature. Cl) City of Fayetteville W City of Fayetteville REPRINT PURCHASE 125 W Mountain r 113 W Mountain St ORDER Fayetteville,AR AR 72701 FAYETTEVILLE, AR 72701 NO. 2018-00000817 0 0 DATE 12/06/2018 VENDOR 91720 Thomason and Associates DELIVER BY s C) Thomason and Associates SHIP VIA PO Box 121225 411111111k,.. CITY OF FAYETTEVILLE FREIGHT TERMS 1 NASHVILLE, TN 37212 Vig, ARKANSAS ORIGINATOR Rebecca Bertram A RESOLUTION# 0 PAYMENT TERMS 30 QUANTITY U/M DESCRIPTION UNIT COST TOTAL COST Professional Services-Other-Draft Washington-Willow Historic District 1.0000 LOT $19,850.0000 $19,850.00 Design Guidelines 1010.630.6300-5315.00(Contract Services:) $19,850.00 • OPEN TOTAL COST $19,850.00 AMOUNT VOIDED $0.00 OPEN AMOUNT EXPENSED $0.00 OPEN AMOUNT $19,850.00 AMOUNT DISCOUNTED $0.00 OPEN AMOUNT $19,850.00 SUBTOTAL $19,850.00 4-424ti SALES TAX $0.00 PAGE 1 OF 1 TOTAL DUE $19,850.00, APPROVED BY SPECIAL INSTRUCTIONS Contract#2018-00000043 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN Thomason and Associates, P.O. Box 121225, Nashville, TN _ 37212, hereafter referred to as Consultant, and the City of Fayetteville, Arkansas, 113 West Mountain Street, Fayetteville, Arkansas 72701, hereafter referred to as City. WHEREAS, City is desirous of engaging Consultant to assist with the completion of services as outlined in Article I, Scope of Work: Design Guidelines for the Washington- Willow Historic District. NOW, THEREFORE, the City and Consultant agree to the terms presented as follows: ARTICLE I: SCOPE OF WORK A. APPROACH AND METHODOLOGY The Consultant will perform the following services under this scope of work: Review all existing materials and documentation on the Washington-Willow -Historic - District and its resources. This effort will include an analysis of the existing zoning regulations in the district, development patterns and how the architecture has evolved over time. Recordation of general overall design characteristics of buildings and streetscapes. This will include an analysis of the various architectural designs predominant in the district and the components which is essential to its character; Outline positive and negative design characteristics that are predominant; and, . Outline basic physical and material condition problems within the district. The Consultant will analyze and organize this data into guidelines addressing all design issues in the Washington-Willow Historic District that impacts its character. Issues and categories for the following design components will be presented in the manual. These include: REHABILITATION • Discussions of common building forms, textures, patterns, and architectural - details; • A review of predominant building materials in the district. Included in this analysis will be recommendations for preservation of historic materials such as original wood siding, stucco, and brick. This discussion will also include an overview of synthetic siding materials, their appropriateness and economics; • An analysis of doors and windows found throughout the district and their appropriateness for various architectural styles; 1 • A discussion of roof materials and appropriate replacement materials. This discussion will include repair of chimneys and addition of skylights, roof solar panels, etc., and; * An overview of appropriate paint colors for the various architectural styles. SITE AND SETTING > A review of man-made landscaping features such as walkways, sidewalks, retaining walls, and fences. Their commonality and importance to the district will - be reviewed; • A review of natural landscaping features such as trees, hedges, and yard space which define the district and their significance, and; > Identification of public works issues such as appropriate replacement materials for sidewalks, curbing, and streetlights. NEW CONSTRUCTION • Parameters of appropriate infill including general building forms and proportions, height, roof shapes and pitch, setback and site placement, and orientation; • A discussion of appropriate locations, materials, and scale for additions including • issues regarding the construction of rear and rooftop additions; • Specifics for appropriate building materials and acceptable dimensions for columns, siding, mortar joints, etc., and; • Issues regarding "replicas" versus modern design. Are replicas of historic designs appropriate for the district? DEMOLITION AND RELOCATION ❖ When is demolition warranted and what are the alternatives to demolition?; ❖ Appropriateness of relocating buildings within the district, and; + Appropriateness of moving compatible buildings to locations within the district. 2 CONTENTS Following consultation with the Fayetteville Historic District Commission, the Consultant will produce the updated design guidelines. A suggested format is as follows: 1. Introduction 2. Table of Contents 3. Intent and Purpose a. Why Preserve — Historic Preservation and Sustainability • b. Economic Benefits of Historic Preservation c. Washington-Willow Historic District Map. 4. The Historic District Commission and Its Duties and Operation a. The Design Review Process b. Certificates of Appropriateness c. Fayetteville COA Process Outline/Application 5. How Historic Preservation Works in Fayetteville a. History of Historic Preservation Efforts in Fayetteville b. Character & Significance of the Washington-Willow Historic District c. HDC Role d. Certified Local Government Designation e. State Preservation Office role f. Federal Government role g. National Historic Preservation Act with a brief summary of Federal and State Tax Credits 6. Architectural Styles and Building Types 7. Design Guidelines • a. General Guidelines — This section will include a review of best practices and principles to identify, retain and preserve historic features as well as to maintain historic materials and features, repair historic materials and features, replace deteriorated historic materials and features, the appropriate application - for substitute or alternative materials, design and reintegration of missing historic features, alterations and additions for new use, energy efficiency/sustainable/accessibility/health and safety code considerations b. The Secretary of the Interior's Standards for Rehabilitation c. Repairs and Maintenance Not Requiring Review d. Sustainability, Energy Conservation and Rehabilitation. 3 8. Guidelines for Rehabilitation and Restoration a. Architectural Details and Features b. Awnings c. Brickwork and Masonry d. Chimneys e. Decks f. Doors g. Fire Escapes h. Foundations i. Garages and Outbuildings j. Gutters and Downspouts k. Lighting I. Paint and Paint Colors m. Porches/Porch Columns and Railings n. Roofs o. Satellite Dishes/Solar Panels/Vents P. Screens (screen doors, window screens, porch screening) q. Security Doors and Windows r. Siding (lap siding, wall shingles) s. Skylights t. Staircases and Steps u. Storm Windows and Doors/Shutters v. Windows w. Wood 9. Guidelines for New Construction a. Additions to Buildings Rear and lateral additions Roof additions b. New Buildings Design Concepts for Infill Buildings New Garages and Outbuildings 10. Guidelines for Site and Setting Fences and Walls Site Lighting, Outdoor Furniture Mechanicals: air conditioners, dumpsters Sidewalks, Driveways, Grade Changes 11. Guidelines for Demolition 12. Guidelines for Moving Buildings 13. Appendices a. Secretary of the Interior's Standards for Rehabilitation b. Certificate of Appropriateness Application Form c. Local, State, and National Sources of Assistance d. Basic Maintenance Advice 4 • 14. Glossary of Relevant Architectural Terms 15. Bibliography and Suggested Reading GRAPHICS The Consultant will provide a minimum of one hundred (100) drawings and/or photographs illustrating design review elements. These drawings and photographs will be the quality as illustrated in the design guideline examples produced for Oklahoma City, Fernandina Beach, Florida and Aberdeen, North Carolina. PUBLIC AND HISTORIC PRESERVATION COMMISSION WORKSHOPS The Consultant understands that public outreach to residents is an important part of this project. As part of the preparation of the design guidelines, the Consultant will conduct _ two workshops for the general public and HDC. The first workshop would be afternoon and evening meetings with the HDC and public to present the purpose of the project, the economic benefits of design review and the reasoning behind basic rehabilitation standards. A second workshop would be held with the HDC and public after completion of the draft guidelines and presented for discussion and comment. In addition to the two workshops, the Consultant will prepare information sheets in pdf form which summarize the benefits that historic preservation provides to the property owner. These information sheets can then be added to the City's website for distribution and downloading. Examples of similar types of information sheets prepared by the Consultant accompany this proposal. A final presentation will be made by the Consultant to the HDC, the Planning Commission and the City Council. DELIVERABLES At the conclusion of the project the Consultant will submit to the City an electronic version of the Washington-Willow Historic District Design Guideline Manual in a pdf version and Publisher or other agreed upon software. ARTICLE II: PROJECT SCHEDULE December, 2018: Notice to proceed. January, 2019: During January, the Consultant will conduct the first HDC workshop, public meeting and conduct field analysis and review. March, 2019: During March, the Consultant will conduct a second workshop with the HDC and a second public meeting. These would be held at the draft presentation of the design guidelines. Following these meetings, the text _of the guidelines will be submitted to the HDC for review. April, 2019: By April, the Consultant will submit the draft Washington- - 5 Willow Historic District Design Guideline Manual to the City and Arkansas SHPO for review. June, 2019: By the end of June, the final version of the manual will be completed and submitted to the City in both Publisher and - PDF format. A final meeting with the HDC, Planning Commission and City Council will be held at this time. ARTICLE III: FEE Thomason and Associates will complete the above described scope of work for a fee of - $19,850.00 (nineteen thousand eight hundred fifty dollars). This fee includes all labor and expenses for the project. ARTICLE IV: BILLING PROCEDURES AND PAYMENT TERMS A. Billing Procedures Consultant will present invoices based on actual expenses at the end of each four-week billing period. B. Payment Terms _ Payments shall be made within thirty days upon receipt of invoice. ARTICLE V: CITY'S RESPONSIBILITIES A. Designate a representative to act in its behalf with respect to this project. - - B. Promptly report verbally and in writing to the Consultant any fault or defect in the Consultant's services. ARTICLE VI: OWNERSHIP OF DOCUMENTS _ All drawings, specifications, reports, and other products of the Consultant's work shall be and remain the property of the City upon payment for the Scope of Work and Products completed. The Consultant shall be free to use copies of the products in the promotion of its business unless otherwise directed by the City. ARTICLE VII: TERMINATION OF AGREEMENT A. City may terminate the Consultant's services under this contract upon paying sums due Consultant as set forth in Paragraph D, below, and after giving 10 days prior written notice stating the reason for such termination. B. Consultant may terminate its services under this contract without liability for damages if not compensated pursuant to the terms of Article IV, Paragraph B, or upon material breach of contract by the City. C. If the project is suspended by the City for a period of over 60 days, City shall make - payments pursuant to Paragraph D, below. 6 a Payment, in the event of termination or suspension of the consultant's services under this Article, shall be made to the Consultant for all services performed to date of same, including all reimbursable expenses and charges for services incurred. ARTICLE VIII: ASSIGNMENT Except as provided herein above or otherwise agreed in writing by the parties hereto any assignment, hypothecation, transfer, or subletting of this contract or any rights or duties hereunder, shall be void. ARTICLE IX: EXTENT OF AGREEMENT AND NONWAIVER This agreement sets forth all the rights and obligations of the parties with respect to the project, both with respect to the work previously done and to be done. This agreement supersedes all prior agreements and understandings of any nature and may be modified only by an instrument executed in writing by duly authorized persons. The agreement is binding on and inures to the - benefit of the City and Consultant, as well as their respective legal representatives, partners, heirs, administrators, successors and assigns. The failure of either party, in any one or more instances, to insist upon strict performance of any of the terms of this agreement or to exercise any right herein conferred, shall not be construed as a waiver or relinquishment to any extent of such party's right to assert or rely upon any such terms or rights in any other instances. In the _ event any provision of this contract shall be held to be invalid and unenforceable, the other provisions of this contract shall be valid and binding on the parties hereto. ARTICLE X: SCOPE OF AUTHORITY The persons signing this agreement on behalf of the City and Consultant warrant that he or she - has the authority to do so, and of a corporation, is an officer of the same. ARTICLE XI: ENFORCEABILITY This contract shall not be enforceable by either party until each party has in its possession a _ copy of this contract signed by the other party. ARTICLE XI: FREEDOM OF INFORMATION ACT Freedom of Information Act: City contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act (FOIA). If a FOIA - request is presented to Fayetteville, the Walton Arts Center will do everything possible to provide the documents in a prompt and timely manner as prescribed in the FOIA (Ark. Code Ann. § 25-19-101, et seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. ARTICLE XIII: JURISDICTION Legal jurisdiction and venue for the resolution of any legal or equitable disputes arising under this Contract lie exclusively in the Circuit Court of Washington County, Arkansas 7 IN WITNESS WHEREOF, City and Consultant have signed and executed this contract the day and year identified below. City of Fayettevil Ar - BY: 9.111"`"` • ION LD J• - ayor DATE: i i t ATTEST: By:\itS3J\ a Sondra E. Smith, City CIer_Trea urer owii11►►►r4,' s�• U\ Thomason and Associates p -;;' 'rj`j 1 1/1111►Q?,``` BY: DATE: December 17, 2018 8