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HomeMy WebLinkAboutAgenda - 06-28-1994 - VIII-M 4 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 28, 1994 Agenda Abstract Item* V_U". SUBJECT: REQUEST FOR PROPOSALS - HISTORIC PRESERVATION PLAN DEPARTMENT: Planning PUBLIC HEARING: Yes X No ATTACHMENTS: INFORMATION CONTACT: Draft RFP Planning Director X2592 Consultant List Grant Project Outline PHONE NUMBERS: Preservation Plan Elements Hillsborough 732-8181 Draft 6/7/94 HPC Minutes Mebane 227-2031 Durham 688-7331 Chapel Hill 967-9251 PURPOSE: To consider a draft Request for Proposals and a list of prospective consultants for the preparation of the Orange County Preservation Plan. BACKGROUND: At its January 18, 1994 meeting, the Board of Commissioners authorized the County Manager to apply for up to$10,000 from the CLG Survey and Planning Grant Program administered by the State Historic Preservation Office. The amount would be used to carry out Phase IV of an overall preservation program, consisting of the preparation of a Historic Preservation Element as part of the Comprehensive Plan; i.e., the "game plan" to follow in terms of a historic preservation program. The Planning Director was notified on March 21, 1994 that the application had been approved, and the Board of Commissioners accepted the grant on April 4. The project is estimated to cost $45,890, including the $10,000 in grant funds, $19,040 in County matching funds ($10,000 appropriation plus one-time $9,040 diversion of intern funds in FY 1994-95 budget), and$16,850 in-kind services. A consultant is to be sought to prepare the Historic Preservation Plan with assistance from the Planning Department Staff. To satisfy procurement procedures on both State and local levels, it is necessary to send a Request for Proposal(RFP)to prospective firms/individuals and begin the consultant selection process.A draft RFP and list of prospective consultants are attached. A proposed schedule for consultant selection and project start-up is as follows: RFP approval-HPC June 7 RFP approval-BOCC June 28 RFP distribution July 1 RFP response deadline July 31 Consultant approval- HPC August (TBA) Consultant approval-BOCC August 23 Project start-up September 1 2 The schedule is based on the projected FY 1994-95 budget approval(June 28),the Commissioners' July vacation period, and the allowance of adequate time for HPC/BOCC consultant consideration. At its June 7, 1994 meeting, the Historic Preservation Commission voted unanomiusly to recommend approval of the draft RFP, including its distribution to the list of consultants. RECOBEMMNDATION: The Administration recommends approval of the RFP and distribution to the list of consultants per the Historic Preservation Commission's recommendation. ORANGE COUNTY PLANNING DEPARTMENT 3 306F REVERE ROAD HILLSBOROUGH, NORTH CAROLINA 27278 .1. N v i v�. L• REQUEST FOR PROPOSALS For. Preservation Planning Consultant Services Submission Deadline: July 31, 1994 Contact: Marvin Collins, Planning Director Orange County 306F Revere Road Hillsborough, North Carolina 27278 919/732.8181 Extension 2592 Orange County is seeking a professional consultant to assist the Planning Department staff in preparing a Historic Preservation Element as part of the Comprehensive Plan;e.g.,the"game plan"to follow in terms of a historic preservation program.The County's land use planning program is innovative and progressive, and the plan will serve as a prototype for other rural counties.The project is Phase IV of a multi-phased project. Project Description Since the inception of its comprehensive planning program, a goal of Orange County has been the completion of detailed inventories of its cultural,historical,recreational,biological,and geological resources. In 1988,the Planning Department completed a general listing of such sites in the unincorporated portions of the county. In 1988, a Master Recreation and Parks Plan was prepared for Orange County. During the same year, the Triangle Land Conservancy completed an Inventory of Natural Areas and Wildlife Habitats of Orange County.These studies provided the detailed inventory of recreational,geological,and biological sites. Consistent with the above goal, Orange County applied for Survey and Planning Grant Funds to undertake inventories of historic and archaeological sites in the unincorporated portions of the county. These inventories as well as the preparation of a publication manuscript have been undertaken in the following phases: Grant Year Phase Project 1991 I Historic architectural survey & inventory of unincorporated portions of Chapel Hill Township (159 structures identified) 1992 II Historic architectural survey & inventory of unincorporated portions of remaining six townships (507 structures identified) 1993 III Archaeological survey and preparation of publication manuscript (project currently underway) The results of the archaeological survey and the architectural surveys were to be used in completing Phase IV of Orange County's program.That phase was to consist of the preparation of a preservation plan; e.g., the Historic Preservation Element of the Comprehensive Plan,and nominations for the National Register of Historic Places. Rather than a four-phase project, Orange County proposes to expand the project to five phases. Phase IV will involve the preparation of the l astoric Preservation Element, while Phase V will consist of the preparation of the National Register nominations. 4 The rationale for this shift in priorities is based on Orange County's long-term use of its Comprehensive Plan to guide land use decisions.While the Historic Preservation Element is but one part of that Plan, it will provide a framework within which the Board of Commissioners, the Historic Preservation Commission,and the Planning Board can work to preserve the county's rural character and heritage.In that sense, the process and product produced from the project could serve as a prototype for other rural counties threatened with the loss of historic, architectural, and archaeological resources from growth and development. It is an overall program approach to preservation rather than piecemeal initiatives which may gain some immediate benefits but provide limited long-term results. Specifically, Phase IV, the phase for which grant funds have been awarded, will contain three major elements: 1. A summary of the inventory of historic, architectural, and archaeological resources; 2. A statement of goals and objectives for protecting and preserving those resources; and 3. A program of implementation techniques for accomplishing the goals and objectives. Element One will summarize the results of the inventories,including local development history,and unique or distinctive aspects of the architectural, and the historic and prehistoric archaeological resources. Attention will also be given to analyzing population, economic, and land uses changes to identify threats and opportunities for preservation. Element Two will seek to identify specific goals and objectives, including action recommendations, completion dates, and task responsibilities as well as solicit community input through a series of public hearings on preservation goals. Element Three will focus on the full range of techniques available for achieving preservation goals, including evaluation,National Register nominations,and local designation,legal and regulatory protection, financial incentives,easements,and public education andawareness.Specific attention will be given to on- going local initiatives and interests such as the creation of local historic districts for Cedar Grove, Oaks, and Ray-Kenion, and the preparation of preliminary design guidelines; the identification of sites and/or structures for assistance in National Register nomination; the creation of a local historic landmark designation program, including preliminary design guidelines for the principal architectural styles found in the county,pursuit of a purchase of development rights program for farmland protection combined with rural historic landscape designation; and the use of rural character strategies such as conservation and preservation easements, and cluster design techniques to preserve historic resources, open space, and farmland. As an example of the initiatives referred to above, cluster design techniques are not new, but, primarily as a result of the work of Randall Arendt,their use in preserving sensitive environmental lands,farmland, and historic sites has received national attention. Orange County is working with Mr. Arendt, the N.C. Association of County Commissioners, and the N.C. Department of Environment, Health, and Natural Resources to produce a design guidebook for three North Carolina counties under the auspices of the Albemarle-Pami7icxt Estuarine Study. Serving as a model for other counties, the guidebook will focus on the use of cluster development techniques to preserve important resources while allowing development to occur. Orange County thus wishes to coordinate its efforts on the preparation of a Historic Preservation Element with those on a Rural Character Design Guidebook so that these compatible initiatives benefit from each other. The timing of both projects is also such that they will run concurrently. Because of these initiatives, the progressive attitude of its governing and advisory boards, and the experience of its staff, Orange County feels it is uniquely positioned to provide what will serve as a model for other jurisdictions.Because of the nature of the project,Orange County does feel that a consultant,with staff assistance,will be required.A general outline of the Historic Preservation Element is provided below. 5 CONCEPTUAL OUTLINE -HISTORIC PRESERVATION EIJUIENT I. Identification of Historic, Architectural&Arcbaeologieal Resources A. Introduction B. Orange County's Development History C. Identification& Evaluation of Resources D. Threats & Opportunities II. Goals & Objectives for Preservation of Historic Resources A. Community Goals B. Objectives &Action Recommendations M. Tools &Techniques for Achieving Community Goals A. Evaluation & Designation 1. National Register of Historic Places a. Listed Properties b. Study List 2. Local Designation a. Prioritizing Landmarks & Districts b. Evaluation Criteria 3. Geographic Information System (GIS) Data Base B. Legal and Regulatory Protection 1. Historic Districts Designation a. District Overlay Zones&Landmark Ordinances b. Regulatory Design Review& Certificates of Appropriateness 2. Building& Housing Codes 3. Development Review Procedures 4. Transfer of Development Rights (TDR) C. Financial Incentives 1. . - — Tax Credits 2. Community Development Block Grants S. Revolving Funds 4. Property Tax Deferrals 5. Purchase of Development Rights (PDR) 6. Conservation& Preservation Easements D. Public Awareness 1. Existing Organizations&Roles 2. Oral History Initiatives 3. Photographic Collections E. Comprehensive Plan Tankages& Conflicts 1. Farmland Preservation 2. Rural Character Protection Strategies 3. Economic Development Strategies 4. Affordable Housing Strategies The consultant,with the assistance of the Project Coordinator and the Historic Preservation Commission, will conduct at least three community meetings to obtain citizen input on preservation goals.In addition, the consultant must make at least one public presentation of the draft Historic Preservation Plan. Project Schedule The project is estimated to take approximately 13 months to complete. The projected starting date is September 1, 1994, and all work must be completed by September 30, 1995. Consultants submitting a proposal must specify a starting date and completion date for the project. Project Budget 6 The total project budget is $45,890, funded by$35,890 from Orange County and a$10,000 CLG Survey &Planning Grant.The County's total share includes$16,850 of in-kind services and materials. The total cash amount for the project is $29,040 and is budgeted specifically for the consultant. Consultants submitting a proposal must provide,insofar as possible,an estimate of the amount of time to be expended on the project. Type of Contract The type of contract awarded will be on a cost reimbursement basis with a"not-to-exceed"provision. Consultant Selection/Qualiflcations Consulting firms will be evaluated in part on the basis of the following criteria 1. The person/firm must have performed satisfactorily in the preparation of rural and cultural resources planning, and survey and nomination work, 2. The person/firm must have adequate experience and staff to perform the work required, 3. The person/firm must have the ability to meet the time schedule established for the work, and 4. The person/firm must meet the qualifications of 36 CFR 61. Although familiarity with the area will be a consideration in the selection, it will not be the controlling criterion. Where two or more persons/Ems are proposed to undertake the project, the proposal must specify in some detail the working relationship envisaged in the partnership or joint venture.This latter requirement does not apply where two or more persons are members of the same firm. Submission of Proposals Consulting firms interested in the project are invited to submit a proposal, including a statement of qualifications which addresses the above mentioned criteria.References and samples of previous work must be submitted as part of the proposal.Proposals must be submitted to Orange County by 5:00 p.m. (DST) on July 31, 1994. Proposals may be maned or delivered to: Marvin Collins, Planning Director Orange County 306F Revere Road HillsborougL, North Carolina 27278 Telephone: 919/732-8181 Extension 2592 Questions regarding the project may also be addressed to the same individual. All proposals received will become the property of Orange County and will be evaluated to determine which proposal most closely meets the requirements of the County. At the discretion and option of Orange County, oral interviews may be conducted with one or more firms to assist in the selection process. Orange County reserves the right to reject any and all proposals and to accept the proposal most favorable to the County. ORANGE COUNTY PLANNING DEPARTMENT 7 306F REVERE ROAD HILLSBOROUGH, NORTH CAROLINA 27278 L N 1! ,I V 1• i MEMORANDUM TO: Historic Preservation 'on FROM: Marvin Collins, Planning Director DATE: June 6, 1994 SUBJECT: Draft RFP - Historic Preservation Plan COPIES: Emily Cameron,ASLA, Planner H/Landscape Architect Debra Graham,Administrative Assistant I Attached is a revised RFP. The revisions were based on a review by Claudia Brown, Melinda Wall, and Lloyd Childers of the State Historic Preservation Office. Provided below is a supplemental list of planning consultants. Melinda Wall suggested that a planning consultant could submit a proposal but must identify the firm member or subconsultant who is qualified and experienced in the area of preservation planning and describe his/her qualifications and experience. Glenn Harbeck Associates The Wooten Company 16 Front Street, Suite 103 120 N. Boylan Avenue Wilmington, N.C. 28401 Raleigh, N.C. 27603 Edward D. Stone, Jr, &Associates David Swanson, ASLA Suite 258 Box 23 Landscape Architect 905 W. Main Street 310-1/2 W. Franklin Street Durham, N.C. 27706 Chapel Hill, N.C. 27514 Coulter &Associates Woolpert Consultants Landscape Architects 8731 Red Oak Boulevard 111 W. Main Street Charlotte, N.C. 28217 Durham, N.C. 27706 Please feel free to add names to the list of consultants as you see fit. 8 3/12/94 north Carolina Department of Cultural R+esoprceo Division of Archives and history $UTZ HISTORIC "URRVATiON OFFICE. SiTit M AND PLANX MO SRRNCH 919/733-6545 CON-IMTAM POR LOCAL PRMMVATION PLAMXNC Community samric" 2t 1002 walnut, Suite 201 1500 Overbrook Ave. Boulder, CO 80302 Wieat*c-Salem, HC 27104 303/442-3601 910/721-1949 i Greiner, Inc. tion Associatse of j Cultural Resources Division yh Harvin Srown, Architectural Susan R. Staead historian Marc C. Wagner Susanne Pickens, Architectural 406 Harris Road Historian Charlottesville, VA 22903 4630 Pacuwa Parks PAMd $04/977-47141 804/979.1910 Raleigh, VC 27604-3174 919/876-2760 Praaarvatioa Tachaoloei�, Zac_ Daniel Pessoni 1, Dale Holland Consult inopi g P.O. Box 7825 33329 Wrightsville Avenue Aoanoke, VA 24019 Wilmington, NC 28403 703/366-7637 919/392-0060 �hstls stenhenson a Associates Q Richard Steshenson, Ph.D..-A= Jan! H. Oliver. 1Sarkstinn 13rent dery Schulz 119: Asbury Road 119 Washington St. Greenville, PC 27858 cainesville, Oa 30501 919/355-3283 404/S34-7024 Qw Mne Tavlor Diane Lea. Pggservatica consultant 700 Arbor Road 2154 Lakeshore Court Winston-Sales, NC 27104 Chapel Hill, MC 37514 910/725-9000 919/%7-5134 919/S44-6880 Bets s'hasss 2200 Lash Ave. v Leimeastokl. Architect Raleigh, 3C 27607 629 South Rim street 919/881-0362 P.O. Bo: 823 Greensboro, VC 27402 �edassza 4 Associates 919/274-2743 P.O. Rox 121223 Nashville, TN 37212 115/383-0227 M. Ruth Little, ft.D. 2709 3edford Ave. Raleigh, AFC 27607 939/836-8128 1 I 9 North Carolina State Historic Preservation Office GRANT PROJECT OUTLINE Date: March 15, 1994 PROJECT NAME & TYPE: Preservation Plan - Orange County CONTACT PERSON/ADDRESS/PHONE: Marvin Collins, Planning Director, _Orange County Dept. of Planning, 306F Revere Road, Hillsborough, HC 27278 STAFF SPECIALIST(S) : Melinda Wall (919)732-8181, x2592 GRANT FY: 94 BEGINNING/ENDING DATES: 5/94 to 9/95 TOTAL COST: $45.890 FEDERAL SHARE: $10.000 MATCH: $35,890 BUDGET Personnel $42,470 Office Supplies 250 Office Space 600 Ir Printing/Copying 200 Telephone 200 Postage 250 Travel/Per Diem 1,720 TOTAL $45,890 Film/Developing 200 PROJECT DESCRIPTION The project is the preparation of a Historic Preservation Element of the Orange County Comprehensive Plan. It will provide a framework to preserve the county's rural character and heritage in the face of accelerating pressures for growth and development. The preservation plan will integrate historic preservation with conservation of other cultural and natural resources. Orange County's planning staff will coordinate the project. A fulltime consultant will be hired to undertake the planning process and the plan itself, assisted by the planning staff. The architectural inventory is complete, and the archaeological survey is underway. The consultant will develop a plan that discusses the county's development history, identifies and evaluates the historic architecture and archaeological resources; identifies threats and opportunities; and sets community goals, objectives, and action recommendations for preservation. The document will describe preservation tools and techniques including the National Register of Historic Places, local designation, building and housing codes, development review procedures, transfer of development rights, financial incentives, and raising public awareness. The plan will address conflicts and linkages with other community goals in the comprehensive plan. There will be a strong element of public participation using multiple strategies in the development of the plan. Two documents will result: the description of the planning process and the plan itself. Both will be printed and made available as a model for other jurisdictions. 10 10 ESSENTIAL COMPONENTS OF A HISTORIC PRESERVATION PLAN Adapted from: Preparing a Historic Preservation Plan. by Bradford J. White and Richard J. Roddewig, American Planning Asssociation Planning Advisory Service Report Number 450. 1. Statement of the goals of preservation in the county, and the purpose of the preservation plan. 2. Definition of the historic character of the county. 3. Summary of past and currant q7GFft to preserve the county's character. 4. A sumey of historic resources in the county. 5. Explanation nation of the legal basis for protection of historic resources in the state and county. 8. Statement of the relationship betwom historic presavafion and other local land use and growth managanent authority, such as the zoning ordinance. ?. Statement of the public sechw-'s respa�nsibdlities towards County-owned historic resources, such as public buildings, etc., and for insuring that public actions do not adversely affect historic resources. 8. Statement of incentives that are, or should be, available to assist in the preservation of the county's historic resources. 9. Statement of the relationship beimm historic presavation and the county's educational system and progrmn. 10. A precise statement of goals and policies, including a specific agenda for future action to accomplish those goals. 11 MINUTES n HISTORIC PRESERVATION COMMISSION W June 7, 1994 MEMBERS PRESENT: Todd Dickinson, Chair Tom Allison Jean Anderson Pat Dickinson Carl Lloyd Bob Rich Norma White STAFF PRESENT: Emily Cameron, Planner 11 Debra Graham, Administrative Assistant I AGENDA rI`EM #1: CALL TO ORDER Todd Dickinson called the meeting to order at approximately 7:02 p.m. AGENDA ITEM #2: CONSIDERATION OF ADDITIONS TO AGENDA Todd Dickinson added, as a decision item, the next meeting date of the Commission since the scheduled date is right after the 4th of July County holiday. AGENDA ITEM #3: APPROVAL OF MINUTES a. April 27, 1994 Anderson pointed out a missing word on page 3, second paragraph under item b., sentence should read "That the Orange County Historic Preservation Commission solicits input by mail or in person... (This correction has been made.) b. May 10, 1994 MOTION: Anderson moved to approve the minutes for April 27, 1994 with the noted correction and the minutes for May 10, 1994. Seconded by Rich. VOTE: Unanimous. AGENDA ITEM #4: DISCUSSION ITEMS a. US 151501 Widening South of Chapel Bill The Commission discussed the letter received from David Brook, Deputy State Historic Preservation Officer and information received on the Citizens Informational Workshop to be held on the widening of the bypass. 01on C� 12 Cameron stated that, if the Commission is interested, a general recommend can be forwarded to the State or the Commission can wait to see more detailed plans of the proposal. She stated that she will draft a letter to be sent to David Brook expressing the concerns of the Commission. AGENDA ITEM #5: DECISION ITEMS a. Election of Vice Chair Anderson nominated Norma White to serve as Vice Chair of the Historic Preservation Commission. Pat Dickinson seconded the nomination. The Commission voted unanimously to elect Norma White as Vice Chair of the Historic Preservation Commission. b. Historic Preservation Ordinance Amendment The purpose of this item is consideration of a proposed amendment to the Historic Preservation Ordinance which would include procedures for reviewing proposed nominations to the National Register of Historic Places. In November 1993, when the County received the Maple Hill nomination to the National Register (HP-1-93), the Planning Staff became aware that the process for reviewing National Register nominations is not contained in the Historic Preservation Ordinance. A new Article 4 is proposed to duplicate in the Ordinance the requirements of the Certified Local Government Agreement pertaining to the review of National Register nominations by Orange County and the Division of Archives and History. The notification and public hearing measures proposed are the same as those currently required for designating historic landmarks. The proposed amendment was presented at the May 23 public hearing. No citizen comments were received. The Board of Commissioners referred the item to the Historic Preservation Commission for a recommendation to be returned no sooner than August 8, 1994. The Planning Staff recommended approval of the proposed amendment to the Historic Preservation Ordinance. MOTION: White moved to recommend approval of the proposed amendment to the Historic Preservation Ordinance. Seconded by Allison. VOTE: Unanimous. Cameron noted that the proposed amendment will be on the August 8, 1994 Board of Commissioners agenda. C. Preservation Element - Draft Request for Proposals The purpose of this item is to consider a draft Request for Proposals and a list of prospective consultants for the preparation of the Orange County Preservation Plan. At its January 18, 1994 meeting, the Board of Commissioners authorized the County Manager to apply for up to $10,000 from the CLG Survey and Planning Grant Program UUU 13 administered by the State Historic Preservation Office. The amount would be used to carry out Phase IV of an overall preservation program, consisting of the preparation of a Historic Preservation Element as part of the Comprehensive Plan; i.e., the "game plan" to follow in terms of a historic preservation program. The Planning Director was notified on March 21, 1994 that the application had been approved, and the Board of Commissioners accepted the grant on April 4. The project is estimated to cost $45,890, including the $10,000 in grant funds, $19,040 in County matching funds ($10,000 appropriation plus one-time $9,040 diversion of intern funds in FY 1994-95 budget), and $16,850 in-kind services. A consultant is to be sought to prepare the Historic Preservation Plan with assistance from the Planning Department Staff. To satisfy procurement procedures on both State and local levels, it is necessary to send a Request for Proposal (RFP) to prospective firms/individuals and begin the consultant selection process. A draft RFP and list of prospective consultants are attached. A proposed schedule for consultant selection and project start-up is as follows: RFP approval - HPC June 7 RFP approval - BOCC June 28 RFP distribution July l RFP response deadline July 31 Consultant approval - HPC August (TBA) Consultant approval - BOCC August 23 Project start-up September I The schedule is based on projected FY 1994-95 budget approval (June 28), the Commissioners' July vacation period, and the allowance of adequate time for HPC/BOCC consultant consideration. The Planning Staff recommended approval of the RFP and distribution to the list of consultants. Cameron distributed a revised RFP. She stated that there were minor wording changes for clarification that were recommended by Claudia Brown, Melinda Wall, and Lloyd Childers of the State Historic Preservation Office. She also pointed out that a supplemental list of planning consultants were added. The Commission discussed the list of consultants. Pat Dickinson suggested to add Robert Stipe to the list. She also suggested that Myrick Howard may also have a list of suggestions that may not be on the list. MOTION: Allison moved to recommend approval of the RFP and distribution to the list of consultants. Seconded by White. VOTE: Unanimous. Todd Dickinson asked that a list of the 10 Essential Components of a Historic Preservation Plan be sent to Sabrina Smith of WCHL. He stated that she will be giving the Commission coverage on the radio program as the project develops. 14 r Cameron reported that today the County formally received the Survey and Planning Grant. d. Next Commission Meeting Date The next meeting date will be July 5, 1994. Rich stated that he will be out of town for the next two months and Lloyd stated that he will probably be out of town that week. Cameron stated that she will contact Todd Dickinson around the end of June to determine if a meeting is needed. AGENDA ITEM #6: INFORMATIONAL ITEMS a. Meadowmont (DuBose) Development b. "Basics" Workshop Registration C. Orange County Archaeological Sites d. National Performance Review of the HP Fund Partnerships e. Hillsborough Historic District Commission Agenda f. Federation of NC Historical Societies Bulletin Informational only. AGENDA ITEM #7: ADJOURNMENT Todd Dickinson adjourned the meeting at approximately 8:05 p.m.