14 Main Street Architects for a conditions assessment on the Grand TheatreCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date: Originating Department: Presented By: Agenda Item No.:
4/9/08 Historic Preservation Lisa A. Wright, Director of
Council Date: Commission Community Development/Historic 14
4/28/08 Preservation Officer
RECOMMENDED MOTION:
Move to approve a resolution authorizing a contract with Main Street Architects for a
conditions assessment on The Grand Theatre to determine the structural integrity of the
front facade, the restoration accuracy of any proposed renovations thereto, and the
development of a phasing plan to ensure continuation of a complete future restoration
project for the entire building, and authorizing the City Manager to negotiate and execute
all necessary documents.
_
POLICY ISSUE(S~:
Contract
BACKGROUND:
The Downtown Merchants Association has been actively seeking to raise funds to restore
the exterior of The Grand Theatre in order to improve the appearance of the gateway to
the downtown from the east. As part of this process, on January 28, 2008, the Historic
Preservation Commission recommended that it seek proposals and provide the funding to
undertake a study on the exterior of the building to ensure that the front facade is stable
enough to withstand any renovations, that the work performed is historically accurate,
and that none of the work performed will have to be undone later when a complete
restoration of the building occurs.
The Director of Community Development contacted two architectural firms who have
experience with historic restoration projects and recommended to the Historic
Preservation Commission that they accept the proposal of Main Street Architects. On
April 9, 2008, the Commission reviewed the proposal and recommended to the City
Council the approval of a contract with Main Street Architects for a conditions
assessment on The Grand Theatre to determine the structural integrity of the front facade,
the restoration accuracy of any proposed renovations thereto, and the development of a
phasing plan to ensure continuation of a complete future restoration project for the entire
building.
BOARD~COMMISSION RECOMMENDATION:
Historic Preservation Commission recommends approval of the contract.
EXHIBITS:
Resolution, proposed contract; Historic Preservation Commission minutes of April 9, 2008.
ACTION: BUDGET INFO:
^ Financial Report ^ Minute Order Expense $4,500.00
^ Department Report ®Resolution Budgeted Amt. $4,500.00
^ Presentation ^ Ordinance YTD Actual $0.00
^ Public Hearing ^ Other Acct. Name Historic Preservation Commission
Acct. Number 01-03 51-40-00
City of Paris ~ ~ ~ ~ ~' Revised 2/04/08
FISCAL NOTES:
REVIEWED AND APPROVED BY:
® Administration ®City Clerk ®Community Development ^ EMS/IT ^ Finance ^ Fite
^ Municipal Court ®Legal ^ Library ^ Police ^ Eng./Public Works ^ Utilities
City of Paris 11 ~ Revised 2/04/08
DRAFT
Attorney/reswork/current/Grand Theatre Contract Res 2008
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES
AGREEMENT BETWEEN THE CITY OF PARIS AND MAINSTREET
ARCHITECTS, INC. FOR A CONDITIONS ASSESSMENT ON THE GRAND
THEATRE IN PARIS, TEXAS; MAKING OTHER FINDINGS AND PROVISIONS
RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Downtown Merchants Association has been actively seeking to raise
funds to restore the exterior of the Grant Theatre in order to improve the appearance of the
gateway to the downtown from the east; and,
WHEREAS, on January 28, 2008, the Historic Preservation Commission
recommended that it seek proposals and provide the funding to undertake a study on the
exterior of the building to ensure that the front facade is stable enough to withstand any
renovations, that the work performed is historically accurate, and that none of the work
performed will have to be undone later when a complete restoration of the building occurs;
and,
WHEREAS, on April 9, 2008, the Historic Preservation Commission reviewed the
proposal from Main Street Architects and has recommended to the City Council the
approval of a contract with Main Street Architects for a conditions assessment on The
Grand Theatre to determine the structural integrity of the front facade, the restoration
accuracy of any proposed renovations thereto, and the development of a phasing plan to
ensure continuation of a complete future restoration project for the entire building.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in
all things approved.
Section 2. That a Professional Services Agreement by and between the City of Paris
and Mainstreet Architects, Inc., for a conditions assessment on The Grand Theatre in Paris,
Texas, in the form attached hereto as Exhibit A and for all purposes incorporated herein,
shall be and is hereby in all things approved, and the City Manager is hereby authorized to
execute said agreement.
Section 3. That this resolution shall be effective from and after its date of passage.
~~~~
PASSED AND APPROVED this 28th day of April, 2008.
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
Jesse James Freelen, Mayor
~~~
MAINSTREET
ARCHITECTS INC.
21 March 2008
Lisa Wright
Director of Community Development
City of Paris
150 Southeast First Street
Paris, Texas 75460
RE: Grand Theater
City of Paris, Texas
Dear Ms Wright:
It is great enthusiasm that I submit this proposal for professional services for the Grand
Theater of Paris, Texas. The rehabilitation of this prominent facade will enhance the
historic downtown and can serve to be a catalyst for future redevelopment in the area.
To that end, Mainstreet Architects (hereinafter the "Firm") proposes to prepare a
Conditions Assessment for the facade of the Grand as outlined below.
SCOPE OF WORK
Mainstreet Architects proposes to conduct a Conditions Assessment and
Restoration/Rehabilitation Design plan for budget and bidding. The Scope of Work as
we understand it is to study the facade of the Grand Theater with the following in mind:
o Structural integrity - is the facade stable and capable of continuing to support the
signage
o Restoration accuracy - to what period and appearance should it be restored
o Plan for phasing -the front facade restoration must be accomplished so it serves
at the first in a series of phases for the entire building without threat of reversal.
Mainstreet Architects will evaluate the facade for current condition and noted
deterioration, previous repairs and modifications. Mainstreet Architects proposes to
photograph the facade and key each photograph to an elevation line drawing for clarity
and accuracy. Additionally, a descriptive checklist and text will accompany each
photograph. The investigation will be conducted from the exterior ground level using a
telephoto lens and binoculars as well as access from the interior of the theater. The use
of ladders will be limited. Some probing will be necessary to verify the condition of
materials.
EXHIBIT ,g,
0~~
Page 2
Grand Theater
21 March 2008
DELIVERABLES
Mainstreet Architects will prepare and deliver the following:
o Elevation line drawing to which each photograph will be keyed
o Photographs of various aspects of the facade keyed to elevations
o A check list will be created for each window, frame, sash, shutter, screen,
transom, door and vent to confirm
o Written evaluation of each area studied and areas of concern
o Final Report of Findings
o In addition to hard copy of deliverables, digital files of photographs, findings and
report will be provided
PROPOSED TIMELINE
Mainstreet Architects proposes to begin work within three weeks of Notice to Proceed
and submit a draft report for review in four-week time period. The final report will follow
at a specified date after the review of the draft report.
FEE PROPOSAL
Mainstreet Architects shall perform all services and produce all deliverables called for
by this Agreement for a total fee of $4,500.00. This fee shall not be amended or
increased without prior written authorization from an authorized representative of the
City of Paris, Texas.
Additional Services authorized in writing by an authorized representative of the City of
Paris will be billed at our current billing rate as follows:
Principal Architect $150.00
Project Designer $ 60.00
Intern $ 35.00
TERMS AND CONDITIONS
Termination:
Either party may terminate this agreement with ten days written notice. In the event of
termination, Mainstreet Architects Inc. is to be paid for services to date of termination
including all reimbursable expenses and termination expenses. All photographs,
drawings, renderings, reports or other tangible documents shall be delivered to the City
of Paris upon termination of the Agreement.
Dispute Resolution:
Any claims or disputes made during design, construction or post-construction between
the Client and Firm shall be submitted to non-binding mediation. Client and Firm agree
to include a similar mediation agreement with all contractors, subcontractors, sub-
~~j~~:~
Page 3
Grand Theater
21 March 2008
consultants, suppliers and fabricators, thereby providing for mediation as a first step
toward claim or dispute resolution between all parties. Provided, however, nothing
herein shall be interpreted or construed as an absolute bar to filing a lawsuit, in the even
mediation is unsuccessful.
Indemnification:
The Firm expressly agrees to defend, indemnify and hold the City of Paris, Texas and
its officers, agents and employees harmless from and against all damages, injuries
(including death), claims, property damages (including loss of use), losses, demands,
penalties, suits, judgments and costs, including attorney's fees and expenses, in any
way arising out of, related to, or resulting from the Firm's performance of the services
under this Agreement and/or caused by the negligence, errors, omissions or intentional
wrongful acts of the Firm or the Firm's owners, officers, employees or agents.
Insurance:
Prior to the issuance of the Notice to Proceed, the Firm shall present the City of
Paris with a properly executed and valid Certificate of Insurance which shows that the
Firm has obtained no less than $1,000,000.00 of Commercial General Liability
Coverage and Automobile Liability insurance and $1,000,000.00 of Professional Liability
Insurance protecting the City of Paris, its officers, officials and employees against any
errors, omissions, negligence or wrongful acts committed by the Firm, its owners,
officers and/or employees in their performance of the Services called for in this
Agreement.
Certifications, Guarantees or Warranties:
The Firm shall not be required to execute any documents subsequent to the signing of
this Agreement that in any way might, in the sole judgment of the Firm, increase their
contractual or legal obligations or risks, or the availability or cost of their professional or
general liability insurance, or to certify, guarantee or warrant the existence of conditions
whose existence the Firm cannot ascertain.
Limitation of Liability:
In recognition of the relative risks, rewards and benefits of the project to both the Client
and the Firm, the risks have been allocated such that the Client agrees that, to the
fullest extent permitted by law, the Firm's total liability to the Client for any and all
injuries, claims, losses, expenses, damages or claim expenses arising out of this
agreement from any cause or causes, shall not exceed the fee collected. Such causes
include, but are not limited to, the Firm's negligence, errors, omissions, strict liability,
breach of contract or breach of warranty.
0+?y`.
Page 4
Grand Theater
21 March 2008
AGREEMENT
If these arrangements meet with your approval, indicate by signing below and return
one signed copy to us along with an initial payment of two thousand dollars ($2,000.00).
Payment made to the Architect upon execution of this contract and credited to the
Owner's account at final payment.
Thank you for the opportunity to submit this proposal. We look forward to working with
you on this project. If you have any questions regarding our services or this proposal,
please contact us for clarification or changes.
Sincerely,
Mainstreet Architects Inc.
Sue ~~ ~eur~tca~
Sue Ann Pemberton, AIA
Accepted By:
Date:
The Texas Board of Architectural Examiners, PO Box 12337, Austin, TX 78701-3942, (512) 305-9000,
has jurisdiction over individuals licensed under the Architects Registration Law, Texas Civil Statutes,
Article 249a.
~~~F
MINUTES
REGULAR MEETING
CITY OF PARIS HISTORIC PRESERVATION COMMISSION
MONDAY, APRIL 9, 2008
12:00 O'CLOCK P.M.
The Historic Preservation Commission meeting was called to order by Arvin Starrett,
Chairman.
A. The following members were present:
Arvin Starrett, Chairman
Pike Burkhart, Vice-Chairman
Ann Rogers
Sharron Nabors
Susan Scholz
Paul Denney
Nancy Partridge
Jerry Raper, Alternate
Ben Vaughan, Alternate
B. Also present was Lisa A. Wright, Historic Preservation Officer.
2. Approval of minutes from previous meetings. Motion was made by Susan Scholz,
seconded by Nancy Partridge, to approve the minutes of March 24, 2008. Motion
carried 9-0.
3. Discussion of and possible action regarding the following structures considered by
code inspectors fo be in violation of Article 111 of Chapter 7 of the Code of
Ordinances of the City of Paris, Paris, Texas, entitled `substandard and
Dangerous Buildings and Structures, " to determine whether such structures can
be rehabilitated and designated on the National Register of Historic Places, as a
recorded Texas Historic Landmark, or as historic properties as designated by the
City Council of the City of Paris:
1938 Culbertson
1427 8th Street S.E.
1437 8th Street S.E.
717 8th Street S.E.
964 E. Polk
743 E. Polk
,r,
~~~P
429 E. Washington
646 E. Polk
345 7th Street S.E.
520 E. Sherman
512 5th Street S.E.
645 3rd Street S.E.
426 E. Grove
The Chairman requested that item D be pulled to get interior photos or other shots
to find out if there is anything going on structurally. Motion was made by Paul
Denney, seconded by Susan Scholz to set aside item D as historic and bring back
at a later date. Motion carried 9-0.
Motion was made by Susan Scholz, seconded by Nancy Partridge, to send all
structures except item D to the Building and Standards Commission for demolition
since they cannot be rehabilitated nor do they have significant historical value.
Motion carried 9-0.
4. Consideration of and action on recommending to the City Council the approval of a
contract with Main Street Architects for a condition assessment on The Grand
Theater to determine the structural integrity of the front facade, the restoration
accuracy of any proposed renovations thereto, and the development of a phasing
plan to ensure continuation of a complete future restoration project for the entire
building. Motion was made by Susan Scholz, second by Paul Burkhart, to
approve recommendation of the contract to the City Council. Motion carried 6-2,
Paul Denney abstained.
5. Review of and possible action on revisions to the proposed Design Standards for
the Historic Districts of the City of Paris, Texas. Arvin Starrett stated this will
require more time and work than can be done at noon. He proposed a
committee to go through the guidelines again and bring them back to Commission
for final approval. He appointed as Committee members Ben Vaughan, Paul
Denney, Ann Rogers, Barbara Wilson, Bethany Golden, and Lisa Wright. Motion
was made by Susan Scholz, seconded by Pike Burkhart, to go through the
guidelines and make final recommendations to bring back to the Commission.
Motion carried 9-0.
6. Request items for future agendas. There were none.
7. Meeting adjourned at 12:07 p.m.
~~'~~,
APPROVED THIS 8TH OF MAY, 2008.
ARVIN STARRETT, CHAIRMAN
n.~