To: Mayor and Council the Corporation of Delta COUNCIL REPORT Regular Meeting File No.: From: Parks, Recreation and Culture Depa
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F.1S The Corporation of Delta COUNCIL REPORT Regular Meeting To: Mayor and Council File No.: 11110-20/KIR From: Parks, Recreation and Culture "Bylaw No(s):" Department Date: May 09,2012 Harris Barn Relocation Project - Authorization to Proceed The following report has been reviewed and endorsed by the Chief Administrative Officer. • RECOMMENDATIONS: A. THAT the Corporation of Delta ("Delta") and Ms. Fujiko Kinjo enter into an agreement to acquire and relocate the Harris Barn structure, generally as presented in Attachment A; B. THAT the Mayor and Municipal Clerk be authorized to execute the agreement referenced in Recommendation A; C. THAT the Corporation of Delta and the Kirkland House Foundation enter into a Letter of Understanding, generally as presented in Attachment D; D. THAT the Mayor and Municipal Clerk be authorized to execute the Letter of Understanding referenced in Recommendation C; E. THAT Macdonald & Lawrence Timber Framing Ltd. be awarded a contract for the relocation of the Harris Barn structure in the amount of $362,240.48 including HST; and F. THAT the Director of Parks, Recreation & Culture and the Director of Finance be authorized to execute the contract referenced in Recommendation E. • PURPOSE: To seek Council's approval to: • enter into a purchase agreement (Attachment A) for the historic Harris Barn presently located at 5561 64 Street, with the current owner, Ms. Fujiko Kinjo; • enter into a Letter of Understanding (Attachment D) with the Kirkland House Foundation; and • award a contract to Macdonald & Lawrence Timber Framing Ltd. for the relocation of the Harris Barn structure. Page 2 of 5 Harris Barn Relocation Project - Authorization to Proceed 11110-20/KIR May 09,2012 • BACKGROUND: The Harris Barn was originally constructed in the early 1900's and relocated in1940 to its current location at 5561 64 Street. This barn is considered to be of high heritage value, scoring 98/100 in the 1998 Heritage Inventory Evaluation. The current owner of 5561 64 Street (Ms. Fujiko Kinjo) recently applied for a demolition permit for the Harris Barn structure to make way for the construction of a new residence and farm use building on the site. Recognizing the significance of the Harris Barn as one of Delta's historical agricultural assets, Council directed staff to investigate the potential for the relocation of the Harris Barn structure to Hawthorne Grove Park (commonly known as the Kirkland House site) and to also pursue possible partnerships with community groups for the refurbishment of this structure. Council Policies: 1. Delta's Purchasing Policy requires that contract awards over $50,000 be approved by Council; and 2. Delta Council approves all legal agreements. • DISCUSSION: Following the direction of Council, staff has entered into discussions with Ms. Kinjo for the purchase of the Harris Barn structure, the Kirkland House Foundation toward the development of a partnership agreement for the interior refurbishment and ongoing management of the relocated barn, and also sought advice from professionals well versed in the preservations of historical timber frame buildings, not only to assess the barns current condition, but to establish the cost of dismantling and reconstruction of barn structure itself. The balance of this report provides discussion on each of the three tasks noted above, which if approved by Council, would establish the framework for the preservation of the Harris Barn, adding to Delta's inventory of rural heritage buildings. Purchase of the Harris Barn Structure The current owner of the Harris Barn structure is in the process of finalizing plans toward the construction of a new residence and farm use building at the 5561 64 Street property. Ms. Kinjo has indicated a willingness to sell the barn structure to Delta, in effect averting its demolition, provided that the barn is removed from the site by June 30,2012. Accordingly, a draft agreement for the purchase and relocation of the Harris Barn has been created, the terms of which are fully supported by Ms. Kinjo. Page 3 of 5 Harris Barn Relocation Project - Authorization to Proceed 11110-20/KIR May 09,2012 This agreement stipulates that in exchange for all rights and title to the Harris Barn structure, the Corporation of Delta will: • ensure that the barn structure is removed from the site (5561 64 Street) by June 30,2012; • provide to the owner 80 sheets of Yz" good one side grade fir plywood; • waive any and all building permit fees related to the construction of a new residence and farm use building at 5561 64 Street; and • provide a new water service to 5561 64 Street, at no cost to the owner. A copy of this draft agreement is provided as Attachment A. Harris Barn Relocation Site and Community Partnership The Kirkland House Master Plan, created in partnership between the Corporation of Delta and the Kirkland House Foundation in 2005, envisioned the addition of agricultural buildings, capable of providing interactive displays illustrating Delta's agricultural history, while at the same time providing a weather protected venue for larger public or private events. A copy of the master plan is provided as Attachment B. In a letter to Delta's Chief Administrative Officer, dated April 5, 2012, the Kirkland House Foundation expressed interest in partnering with the Corporation of Delta to refurbish the Harris Barn structure, should it be relocated to Hawthorne Grove Park. A copy of this letter is provided as Attachment C. As Council is aware, the Kirkland House Foundation has worked in partnership with the Corporation of Delta for the past seven years restoring the historical Kirkland House residence, and making significant improvements to the surrounding grounds. These improvements have been realized through the efforts of community volunteers sourcing in kind donations of materials and supplies, with minimal financial assistance being provided by Delta. The restoration of the Kirkland House residence is nearing completion, and is clear proof of the Kirkland House Foundations' ability to independently undertake a large scale project through to completion. There is every confidence that the Foundations' involvement with the Harris Barn interior refurbishments would produce similar results. Staff has discussed the details of a possible partnership with the Kirkland House Foundation similar in form to the agreement which was established for the restoration of the Kirkland House residence. A Letter of Understanding has been drafted, which would set out a framework for a future licence of occupation related to the Harris Barn project, the key points of which commit: • the Kirkland House Foundation to provide volunteer labour, and secure donated materials toward the completion of the interior modifications and improvements of the barn structure; Page 4 of 5 Harris Barn Relocation Project - Authorization to Proceed 11110-20/KIR May 09,2012 • the Corporation of Delta to provide funding in the amount of $75,000 to cover the cost of material and equipment required for public washroom facilities, life safety components (Interior staircase, railings and emergency exists) and a person lift to the upper floor for the relocated barn structure as part of the 2013 Financial Plan, subject to municipal budget approval; and • the Kirkland House Foundation and the Corporation of Delta to enter into a license of occupation for the maintenance and operation of the relocated Harris Barn by June 2013. A copy of the draft Letter of Understanding is provided as Attachment D. Harris Barn Dismantling and Reconstruction Three experienced timber frame contractors were invited to look at the Harris Barn structure to provide their opinion on condition of the barn, comment on the feasibility of its relocation, and provide costs for the relocation. While all concluded the barn was sound and an ideal candidate for preservation and relocation, the assessment put forward by Macdonald & Lawrence Timber Framing Ltd. provided significantly more information and detail, employing a stringent objective method of assessing the structure of the barn in order to quantify how much of the timber would need to be replaced. In contrast, the other two proponents conducted visual inspections and assessments of the structural integrity of the timber frame components. Macdonald & Lawrence Timber Framing Ltd. have extensive experience with historic timber frame buildings, and are renowned experts in the field of heritage timber building conservation. Local examples of their timber frame conservation projects are: • Nanaimo Bastion (2011); • Courtney Native Sons Hall (2009 and ongoing); and • UBC Museum of Anthropology, Bill Reid's Haida House (2009) The significance of the Harris Barn, as a 112 year old example of Delta's rural heritage, requires that the relocation of the barn structure be undertaken with a distinct emphasis on conservation and preservation. Macdonald & Lawrence Timber Framing Ltd. has the requisite knowledge and experience to undertake a project of this scale and complexity, and has provided the most comprehensive approach toward the relocation of the Harris Barn. A copy of the submission received by Macdonald & Lawrence Timber Framing Ltd. is provided as Attachment E. Implications: Financial Implications - Funding for the Harris Barn relocation has not been included in the 2016 Financial Plan. However, Council has approved the expenditure of up to $600,000 for this project. Funding for this initiative can be drawn from the Parks and Public Land Reserve. Page 5 of 5 Harris Barn Relocation Project - Authorization to Proceed 11110-20/KIR May 09,2012 • CONCLUSION: Conservation of the Harris Barn by way of its relocation to the Hawthorne Grove Park site represents an opportunity to preserve a part of Delta's rural heritage. At the same time, it would provide the opportunity to further develop and expand the public amenities provided within the Hawthorne Grove Park site, in partnership with the Kirkland House Foundation. Ken Kuntz Director of Parks, Recreation and Culture Department submission prepared by: Alan Evans, Projects and Energy Manager AE/cd This report has been prepared in consultation with the following listed departments.