CITY OF SPRING HILL BOARD OF MAYOR AND ALDERMEN SPECIAL BUDGET MEETING PACKET APRIL 23, 2019 06:00 PM
Board of Mayor and Aldermen: Rick Graham, Mayor Bruce Hull, Jr., Vice-Mayor Kevin Gavigan Jeff Graves Matt Fitterer Vincent Fuqua Clint McCain Amy Wurth Susan Zemek
City of Spring Hill Phone 931.486.2252 P.O. Box 789 Fax 931.486.0516 Spring Hill, TN 37174 www.springhilltn.org CITY OF SPRING HILL BOARD OF MAYOR AND ALDERMEN SPECIAL BUDGET MEETING AGENDA APRIL 23, 2019 06:00 PM Call Meeting to Order
Stipulation of Aldermen present
Concerned Citizens The procedural rules for public comment will be as follows: Items will be taken in order of the agenda. Audience members wishing to speak must be recognized by the Mayor and will have five minutes to address the Board of Mayor and Aldermen. No rebuttal remarks are permitted. 1. Maury Alliance Presentation Will Evans, Maury County Chamber and Economic Alliance 2. Public Safety Bridge Progarm Michael Guyton, Findley, Inc. Attachment: 2-Public Safety Bridge Program.pdf
3. Rippavilla/Tourism Budget Discussion (Fund-140)
Attachment: 1-Rippavilla budget req final.pdf Attachment: 1a-Barge design email communication.pdf Attachment: 1b-Chandler Proposal 12-13-18.pdf Attachment: 1c-KDV email.pdf Attachment: 1d-Encore.pdf Attachment: 2-RippavillaScopeofWork.pdf Attachment: 3a-20190423093554226.pdf Attachment: 4-ShutterBids.pdf Attachment: 5-Rippavilla 18-19 projections.pdf
4. Finish Remaining Items not yet discussed in Funds 210, 416, 611, 619
5. Capital Expenditure Discussion (including Funds 124, 125) Impact Fees and Adequate Facilities Tax 6. Brief Dialogue Regarding New Water Service/Call Outs
7. Other Issues/Discussion
Concerned Citizens
Adjourn
City of Spring Hill - BOMA Special Budget Meeting - 04/23/19 Page 1 of 1 ^ Back to Agenda ^ General Attachment: 2-Public Safety Bridge Program.pdf
City of Spring Hill, Tennessee Retirement Plan Study
A Study of the Costs and Benefits Anticipated of Adding Enhanced Public Safety Officer Benefits within the Tennessee Consolidated Retirement System
Valuation Date July 1, 2018
Special Budget Meeting - PACKET - (Page 3 of 63) General Attachment: 2-Public Safety Bridge Program.pdf (Page 1 of 15) General Attachment: 2-Public Safety Bridge Program.pdf
City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018
Contents
Summary of Results ...... 3
Funding Components ...... 5
Plan Provisions - Legacy Plan ...... 5
Comparison of Plan Provisions - Legacy Plan vs Enhanced Public Safety Officer Benefits ...... 10
Summary of Actuarial Assumptions ...... 13
Certification ...... 14
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018
Summary of Results The City of Spring Hill currently participates in the Tennessee Consolidated Retirement System (“TCRS”) under the Legacy Plan. This study is only reviewing the impact on the City’s Actuarially Determined Contribution (ADC) rate of adding the enhanced Public Safety Officer Benefits for the Legacy Plan (PSO Enhanced Benefits). An actuarial valuation was performed as of July 1, 2018 to determine the expected increase in the City’s ADC rates due to the PSO Enhanced Benefits. This study was based on data provided by TCRS as of June 30, 2018, and the City of Spring Hill provided a list of participants to be treated as Public Safety Officers. The asset information was provided by TCRS. The data provided was not audited, but was reviewed for reasonableness.
This report contains the results of an actuarial valuation performed by Findley, Inc. Actuarial valuations are based on the integrity of employee data, plan asset data, plan provisions and an extensive set of assumptions regarding future events. There is necessary uncertainty with any actuarial calculation based on the accuracy of the data provided, the correct interpretation of plan provisions and the realization of the assumptions made. It should be noted that the results were based on the assumptions and funding method utilized by TCRS as of July 1, 2018. The ADC rate requirement at the time the PSO Enhanced Benefits becomes effective and is reflected in the TCRS results will differ from the results in this report. This report will provide the City the magnitude of the increase in the City’s contributions by adding the PSO Enhanced Benefits.
The current plan benefits in the Legacy Plan are described in the plan provision section of this report. The description of the difference between the current plan benefits and the PSO Enhanced Benefits are described in the benefit comparison section of this report.
Recently the Tennessee legislators passed a law which requires that any increase in retirement plan benefits must be funded immediately. There is some uncertainty on how this law applies to a political subdivision of the TCRS. This report presents the current approach used in determining the ADC rate when a political subdivision adds the PSO Enhanced Benefits feature to their plan. In addition, the report provides the cost if the entire increase in liability is required to be funded in the first year.
The ADC rate is made of three components: Normal Cost Unfunded Accrued Liability Amortization Administrative Cost
In the Appendix is the report from TCRS which shows the “Employer Actuarially Determined Contribution (ADC) Rate”. The ADC rate is applicable for the period beginning July 1, 2019 through June 30, 2020. The report shows that the ADC rate is 6.41%.
The Funding Component Section which follows shows the impact of adding the PSO Enhanced Benefits. The increase in the Unfunded Accrued Liability due to the addition of PSO Enhanced Benefits is $1,437,229. This increase in the Unfunded Accrued Liability amortized over 20 years would increase the City’s annual amortization amount by $128,962. The unfunded accrued liability amortization component of the ADC rate would increase from 2.64% to 3.89%. In addition the normal cost component rate would increase from 3.55% to 4.48%. The total ADC rate increases from 6.41% to 8.59% which is a 34% increase in the rate. Historically, TCRS has presented the contribution rate as follows, which is equivalent to the 8.59% aggregate rate: General Employee Rate: 6.89% Public Safety Officer Rate: 10.39%
Findley.com 3
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018
The ADC rate is applied to the actual compensation during the funding period. Using the Annualized Salary of $10,916,779 shown on the TCRS report in the Appendix as an approximation for the upcoming year’s actual compensation, the annual cash contribution comparison is shown below.
Current Plan - $700,000
Current Plan with PSO Enhanced Benefits - $938,000
Please note if it is determined that the City will have to pay the entire liability at the adoption of the PSO Enhanced Benefits, the cost would be approximately $2,239,000 for the first year. In the subsequent years, the ADC rate would be approximately 7.34% ($801,000 annual contribution based on current compensation.
Although there is an increase in the ADC rate, the City needs to realize that there might be savings associated with adding the PSO Enhanced Benefits. Such savings might include: reduced workers compensation claims, lower medical costs, and lower wages. PSO Enhanced Benefits allows PSOs to retire at an earlier age than under the current provisions of the plan.
Findley.com 4
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018 Funding Components
Valuation Results as of June 30, 2018
With PSO Current Enhancements Change Unfunded Accrued Liability Entry Age Accrued Liability 16,190,010 17,627,239 1,437,229 Actuarial Value of Assets 14,364,154 14,364,154 - Unfunded Accrued Liability 1,825,856 3,263,085 1,437,229
Breakdown of PVB Actuarial Value of Assets 14,364,154 14,364,154 - Expected Employee Contributions 5,270,925 4,952,368 (318,557) Expected Employer Normal Cost 3,613,845 4,452,717 838,872 Unfunded Accrued Liability 1,825,856 3,263,085 1,437,229 Total PVB 25,074,780 27,032,324 1,957,544
Employer ADC Rate (if allowed to fund prior service through future contributions) Normal Cost 3.55% 4.48% 0.93% Unfunded Accrued Liability Amortization 2.64% 3.89% 1.25% Administrative Cost 0.22% 0.22% 0.00% Total Rate 6.41% 8.59% 2.18%
General Employee Rate 6.41% 6.89% 0.48% Public Safety Officer Rate 6.41% 10.39% 3.98%
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018 Plan Provisions - Legacy Plan This is a brief summary of the plan provisions. For complete details, see the Plan Document.
Eligibility All employees included on the census form were considered to be eligible.
Credited Service Credited Service means the period of a member's continuous service on or after the valuation date since his last date of employment with the employer, and may also include service prior thereto.
Retirement credit for part-time service is granted on a pro-rata basis in direct proportion to the schedule of a full-time employee.
Normal Retirement Condition The normal retirement date is the first day of the month coincident with or next following the earlier of:
The 60th birthday of the employee or the date the employee completes 30 years of credited service, but in no case before the employee has completed 5 years of credited service.
Benefit The normal retirement benefit, 1/12th of which is paid monthly for life, is determined as follows:
1-1/2% of average earnings plus 1/4% of average earnings in excess of the social security integration level, all multiplied by the number of years of creditable service.
In no event shall the benefit exceed 90% of average earnings, or be less than $8.00 per month per year of credited service.
“Average earnings” is the average annual earnings of a member for the five consecutive years of credited service which produce the highest average.
“Social security integration level” is an amount which in 2016 is $72,600 but which will be adjusted upward in the future to reflect changes in the average salary covered by social security.
The benefit actually payable will be 105% of the benefit calculated according to the formula described above.
Early Retirement A vested member may terminate employment and received a reduced retirement benefit upon: Attaining age 55, or completing 25 years of credited service.
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018 Delayed Retirement Condition A member may postpone his retirement beyond his normal retirement date and continue to accrue retirement credit.
Benefit The benefit, commencing on the first day of the month following the member's actual date of retirement, is the benefit computed in the same manner as in 3(b) above for normal retirement, with the computation being made as of the member's actual retirement date.
Disability Retirement
Condition In the event a member becomes totally and permanently disabled after completion of 5 years of credited service, he may retire and receive a disability retirement benefit.
Benefit The disability retirement benefit, commencing on the first day of the month immediately following determination of disability and payable during the continuance of disability, is computed in the same manner as in 3(b) above for normal retirement, with the computation being made as of the member's date of termination of employment, except that the minimum period of credited service used shall be the lesser of 20 years or the total number of years the member would have completed at his normal retirement date, but not less than ten years of creditable service; however, the disability retirement benefit will be 90% of the benefit otherwise applicable. The disability retirement benefit changes to normal service benefit (including projected years of service) when the conditions for normal service retirement are met.
Death before Retirement Condition If the death of a member occurs before he is eligible for retirement, a death benefit will be paid to his designated beneficiary.
Benefit If the death of the member occurs after he has completed 10 years of credited service, the benefit is payable if a surviving spouse has been designated as beneficiary, and is equal to the amount that would have been payable at the member's normal retirement date if he had terminated employment on the date of his death and had elected a 100% joint and survivor optional retirement benefit, discounted for each month by which the member fell short of satisfying the requirements for normal retirement (using the respective plan’s early retirement reduction factors).
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018 Termination of Employment with Vested Benefit If a member terminates his employment after completion of 5 years of credited service he may elect to leave his contribution (if any) in the plan until he meets the age eligibility requirements for benefits and makes application.
If such a former member becomes disabled before his benefits commence, he can elect to begin to receive the actuarial equivalent of his deferred vested benefit immediately. If such a former member with at least 10 years of credited service dies before his benefits commence, the death benefit described in item 7(b) above is payable, based on the amount of the former member's deferred vested benefit, discounted for election of the 50% joint and survivor option and for early receipt.
Other Termination of Employment If employment is otherwise terminated before retirement, no benefits are provided under the plan, and the member will receive a refund of his contributions (if any) to the plan with interest.
Optional Methods of Benefit Payment Subject to the applicable plan conditions, a member may select an optional method of benefit payment, in lieu of the prescribed straight life income, which is actuarially equivalent thereto.
The purpose of the optional method is to provide a continued life income to a surviving beneficiary after the death of a member.
Minimum Benefit of Refund of Member Contribution for Retired Members The total of the benefits paid from the plan to a member and his spouse or beneficiary will in no event be less than the member's contributions plus interest to his date of termination of employment.
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018 Benefit Increase after Retirement Each year the retirement benefits being paid are subject to an increase determined by applying a formula based on the increase in the Consumer Price Index. The maximum increase is 3% of the current benefit amount, provided the political subdivision elects to participate in the cost-of-living adjustments.
Member Contribution New employees in 2011 and after contribute an amount equal to 5% of their compensation each year.
Employer Contribution The Employer contributes actuarially determined amounts to finance the plan benefits not supported by member contributions.
Investment of Funds The plan assets are invested in a trust fund with the trustees of the state retirement system. The investment earnings provide a source of funding toward the cost of the pension plan.
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018
Comparison of Plan Provisions - Legacy Plan vs Enhanced Public Safety Officer Benefits All provisions are the same except the following.
Normal Retirement Date (Unreduced Retirement Date)
Legacy Plan The 60th birthday of the employee or the date the employee completes 30 years of credited service, but in no case before the employee has completed 5 years of credited service.
Enhanced Public Safety Officer Benefits The 60th birthday of the employee with 5 years of credited service, or the date the employee completes 30 years of credited service, or 55th birthday of the employee with 25 years of credited service.
Early Retirement Date
Legacy Plan Attaining age 55 with 5 years, or completing 25 years of credited service.
Enhanced Public Safety Officer Benefits Attaining age 55 with 5 years, or completing 25 years of credited service.
The early retirement reduction at age 55 or later is 4.8% for each year the benefit commencement date precedes the Unreduced Retirement Date.
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018
Bridge Benefit
Legacy Plan Not applicable
Enhanced Public Safety Officer Benefits Payable from the later of age 55 or benefit commencement date to age 62
.75% time benefit service (limited to 30 years) times final average pay
If a participant retires before age 55, the Bridge Benefit will start at age 55.
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018
Summary of Actuarial Assumptions
Interest Rate 7.25% per annum
Social Security Projection 3.0% per annum increase in Taxable Wage Base
Valuation Method Entry Age Normal
Mortality Rates TCRS Experience Mortality Table
Withdrawal Rates TCRS Experience Withdrawal Rates
Disablement Rates TCRS Experience Disability Rates
Mortality Rates for Disabled Lives (per 1,000 lives) TCRS Experience Mortality Rates for Disabled Lives
Age
20 35 50 60
Salary Scale (Sy+1/Sy) 1.082 1.055 1.039 1.035
Rate of Normal Retirement Assume retirement according to a pattern based on experience. Note for the Public Safety Officers the assumed retirement rates are earlier than under the standard TCRS assumptions.
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018
Certification This report has been prepared under the supervision of Michael G. Guyton, a member of the American Academy of Actuaries, a Fellow of the Society of Actuaries, and a consulting actuary with Findley, Inc., who has met the Qualification Standards of the American Academy of Actuaries to render the actuarial opinions herein. To the best of our knowledge this report has been prepared in accordance with generally accepted actuarial standards, including the overall appropriateness of the analysis, assumptions, and results and conforms to appropriate Standards of Practice as promulgated from time to time by the Actuarial Standards Board, which standards form the basis for the actuarial report. We are not aware of any direct or material indirect financial interest or relationship, including investment management or other services that could create, or appear to create, a conflict of interest that would impair the objectivity of our work.
April 19, 2019
Date Michael G. Guyton, FSA
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018 Appendix Tennessee Consolidated Retirement System Employer Actuarially Determined Contribution (ADC) Rate
Department Code(s): 888.20 SPRING HILL TOWN OF
Applicable period for this employer rate July 1, 2019 through June 30, 2020
Actuarial valuation date June 30, 2018
Actuarial experience study date June 30, 2016
Investment rate of return assumption 7.25%
Key Elements of the Pension Plan (Employer Elections)
Base plan formula 1.5% formula times years of service
Employee contribution rate 5% of salary
Vesting period 5 years
Retiree COLAs Provided, CPI based, capped at 3%
Employer ADC Rate Actuarial Present Value of Benefits (PVB) Summary
Rate Components: Actuarial value of assets $ 14,364,154
Normal cost 3.55 % Expected employee contributions 5,270,925
Unfunded accrued liability amortization 2.64 % Expected employer normal cost 3,613,845
Administrative cost 0.22 % Unfunded accrued liability 1,825,856
Total employer ADC rate 6.41 % Total PVB $ 25,074,780
Employees Covered by Benefit Terms
Inactive employees or beneficiaries currently receiving benefits 29
Annualized Retirement Benefit: $220,077
Inactive employees entitled to but not yet receiving benefits 204
Active employees 227
Annualized Salary: $10,916,779
Total 460
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City of Spring Hill, Tennessee Retirement Plan Study July 1, 2018
Amortization of Unfunded Accrued Liability
Amortization Period at Unfunded Accrued Liability June 30, Annual 2018 Actuarial (Negative Unfunded Amortization Valuation Date Accrued Liability) Amount (in years)
June 30, 2013 $ 335,140 $ 141,130 2.50
June 30, 2015* (63,503) (6,170) 17.00
June 30, 2016 544,610 51,410 17.99
June 30, 2017 457,828 42,090 18.99
June 30, 2018 551,781 49,511 20.00
Total $ 1,825,856 $ 277,971
*Beginning June 30, 2015, valuations are performed annually.
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April 19, 2019
Rippavilla Inc. 5700 Main St. Spring Hill, TN 37174
Board of Mayor and Alderman Spring Hill City Hall 199 Town Center Pkwy Spring Hill, TN 37174
Dear Board of Mayor and Alderman:
For your consideration, the Director of Rippavilla hereby submits a request for following services and items as part of our Capital Improvement Plan for Fiscal Year (FY) 2019- 2020. Enclosed, you will find our prioritized list of services and items requested. Each service and/or item contains a summary of its purpose, funding source, and estimated cost.
1.Creation of a Master Plan. Summary- This Plan is needed to fulfill the requirements set forth in our Conservation Easement Agreement and our Rippavilla Plantation Assessment and Recommendation. In addition to fulfilling our obligation to the above requirements, this plan will place Rippavilla in an advantageous position for grants and other possible sources of funding. Per Page 15,16 (ii) of the Conservation Easement: “Master Plan - Page 15, 16 (ii) of the Conservation Easement states: A Master Plan shall identify the objectives for use of the Property, the proposed educational, open space, and recreation uses, a map or maps showing the location of such uses, the administrative entity that will provide day- to-day management and oversight of these uses, guidelines for limiting the impact of such uses on the Conservation Values of the Property. Also, RIPPAVILLA PLANTATION ASSESSMENT AND RECOMMENDATION - Page 24, 6) - Before undertaking any activities on the property; the City would be required to prepare a property and facilities Master Plan. Funding- provided by city. Estimated Cost- 75,000 - 100,000.00 quotes received. Middle Tennessee State University’s Center for Historic Preservation is conducting all primary research, and will submit a report at the end of August. This service is being offered free of charge to Rippavilla and the City of Spring Hill.
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2. Maintenance, repair, and replacement of brick, mortar, and other building materials. Summary- Water and moisture intrusion are occurring due to deficiencies and deterioration of certain areas on the exterior walls of the mansion. Repair and replacement of material is needed.
The mansion was recently evaluated and inspected by Stephen Brown with Republic, an expert in the field of historic preservation and restoration. The results of his inspection revealed substandard building techniques used to repair sections of exterior brick and mortar that were replaced in the past. Repairing/replacing this defect uses a technique known as “tuckpointing” and sealing the internal gutter system will correct these particular deficiencies. Please see attached report for more information. This repair falls in line with the city’s obligation to maintain the mansion/building. Please note, there is another area of the brickwork that has begun rapidly deteriorating. Stephen is planning another visit to Rippavilla to access the situation, and another proposal will be submitted.
Proposal to City, Page 1, Obligations - The City will be obligated to maintain, or caused to maintained, the Rippavilla Property, including all improvements now or hereafter constructed on the Rippavilla Property. Maintenance would include:
(C) Building structures, including roofs, gutters, windows and brick walls, painting and foundation and floors. All repairs and maintenance would conform to established guidelines for National Register of Historic Places, including without limitation The Secretary of the Interior’s Standards.
USE AGREEMENT - Page 2, 2. Maintenance- The City agrees to maintain the Property, the Historic Properties and the Rippavilla Mansion consistent with their collective status as a site of historic significance and use as an attractive tourist destination, including without limitation: C) Building structures, including roofs, gutters, windows and brick walls, painting and foundation and floors. All repairs and maintenance would conform to established guidelines for National Register of Historic Places, including without limitation The Secretary of the Interior’s Standards. Funding- provided by city. Estimated Cost- 39,775.00 quote received.
3.Exterior Painting. Summary- It was also determined by Danny Cashion’s recent inspection of the mansion that the existing paint is peeling, has lost its protective qualities and is
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unsightly in areas. All exterior woodwork and trim needs repainting. This will also include the pair of exterior doors into the sunroom. This maintenance is included in the USE AGREEMENT. “Page 2, 2. Maintenance- The City agrees to maintain the Property, the Historic Properties and the Rippavilla Mansion consistent with their collective status as a site of historic significance and use as an attractive tourist destination, including without limitation: C) Building structures, including roofs, gutters, windows and brick walls, painting…” Funding- Provided by city. Estimated Cost- 59,348.00 quote received.
4. Replace remaining shutters on home. Summary- The existing shutters have deteriorated and are beyond repair. This is also a safety hazard as some shutters have disintegrated. New shutters have recently been hung on the front of the Mansion, and two more sets will be installed in the courtyard area. The remaining shutters need replacing beginning with the 12 windows on the carriage side of the house, and 27 windows on the southeast side, courtyard, and office wing. Funding-provided by city. Estimated cost- (number of remaining windows X $900.00 per pair + hanging cost per pair) $24,300 for the shutters, price does not include painting, installation, or replacement hinges. Some shutters may be able to be reworked. $19,500 ($500 per shutter set to be painted and installed, price includes hardware) This estimate is based upon the bill for fabricating the front shutters. Estimated Cost- $43,800
5. Remove Boxwoods bushes around the Sun Room. Summary- The Boxwood roots are migrating and spreading in and around the foundation causing diminished structural integrity. The bushes need to be removed to remediate further damage. This maintenance is included in the USE AGREEMENT. “Page 2, 2. Maintenance- The City agrees to maintain the Property, the Historic Properties and the Rippavilla Mansion consistent with their collective status as a site of historic significance and use as an attractive tourist destination, including without limitation: C) Building structures, including roofs, gutters, windows and brick walls, painting…” Funding- provided by city. Estimated cost- since this is not a specialized or unique task, the Director requests the city Public Works Department to remove bushes, fill holes with topsoil, and reseed to eliminate the need for outside services.
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Thank you for your consideration on these services and items.
Kate Wilson, Director of Rippavilla
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Hi Kate,
Based on our current understanding of the scope, I think it would cost somewhere around $60-75K for the master plan. The scope would focus more on the outdoor master planning, and not the detailed indoor mansion analysis in the Two Rivers Mansion pdf (unless you would like to include it). This estimated price does not include the survey or a detailed signage plan for construction (only information on location and type). And it wouldn’t include a full event venue market analysis; however, we could provide detailed funding recommendations. Please feel free to give me a call with any questions.
Thank you, Mary McClendon Vavra PLA, ASLA, AICP CLARB CERTIFIED LANDSCAPE ARCHITECT
SENIOR URBAN PLANNER [email protected] D 615-252-4313
From: Kate Wilson
Thank you!
Kate Wilson Executive Director Rippavilla Plantation 5700 Main Street, P.O. Box 1169 Spring Hill, TN 37174 931-486-9037 www.rippavilla.org
From: [email protected]
Oh good, sounds like we’re on the same page and that there are no unusual items that you are looking to add. I’ll calculate the costs on a typical master plan and get back to you tomorrow or Wednesday. Please let me know if you need it before then.
Thanks, Mary McClendon Vavra PLA, ASLA, AICP CLARB CERTIFIED LANDSCAPE ARCHITECT
SENIOR URBAN PLANNER [email protected] D 615-252-4313
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From: Kate Wilson
Great question! Rippavilla, Inc. will handle the majority of the business, disaster, and financial plans. I am not sure these are typically added to a Master Plan?? You have more experience than I do. Thoughts?
Kate Wilson Executive Director Rippavilla Plantation 5700 Main Street, P.O. Box 1169 Spring Hill, TN 37174 931-486-9037 www.rippavilla.org
From: [email protected]
Kate,
I wanted to clarify, is the city requirements the exact list as the one you sent (attached)? I’m wondering because it lists a Disaster Plan and Business Plan, which can add costs to the plan. We could provide these but perhaps you/your staff/city could take a lead role in those tasks to reduce the overall cost of the master plan.
Thanks, Mary McClendon Vavra PLA, ASLA, AICP CLARB CERTIFIED LANDSCAPE ARCHITECT
SENIOR URBAN PLANNER [email protected] D 615-252-4313
Hi Kate,
We are happy to provide a fee range. Before we estimate the price, could you help me define the scope? I believe we discussed this scope (below) some, but I’m not sure which items you would like to add or remove, if any. Please feel free to give me a call to discuss.
Draft Scope of Work 1. Information Gathering • Barge will gather and assemble publicly available information regarding the site from online sources. Barge will prepare an electronic base map suitable for planning purposes complied from GIS electronic files from the City. Using information provided by MTSU and other
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existing resources, Barge will complete a preliminary site analysis, which may include natural and cultural features, such as topography, geology, hydrology, and existing structures, to identify physical opportunities and apparent constraints. This inventory and analysis will focus on the natural systems of the site and will include a general identification of the ecological character. Utilizing existing National Wetland Inventory and other available online mapping, we will identify, on a preliminary basis, potential critical environmental resources, such as wetlands, that are present on the site. This will not include a field delineation of potential wetlands or other environmental analysis. The information gathering and research will include a review of the surrounding area to understand the context, including any public or private development plans already in-place bordering the site. 2. Stakeholder Committee Meeting and Online Survey • Barge will facilitate a Stakeholder Committee Meeting with the Client. The Client will be responsible for selecting and reaching out to individuals to serve on the Stakeholder Committee. Prior to this meeting, Barge will work with the Client to outline several guideline principles for Rippavilla. At the Committee meeting, these guiding principles will be reviewed and potentially adopted. The meeting will also include a brainstorming workshop on potential ideas for the future of Rippavilla. The ideas and information from this meeting will serve as a basis for creating the online survey. • Barge will work with the Client to develop an online survey instrument. Questions on the survey will be developed in close partnership with the Client. Generally, it takes 2-3 survey drafts until a survey is approved. At that time, Barge staff will conduct a pretest to verify that all questions are understood and can be answered by respondents. Should any clarity issues arise, we will immediately discuss with you and make adjustments as needed. The survey will include approximately 15 questions, many with multiple components. After the survey is launched, we will provide periodic updates on the number of responses received and if more marketing is needed to meet targeted goals. Once the survey is closed, our planning team will analyze the results and provide a written report with charts and graphs illustrating the results. 3. Conceptual Master Plan • Building on information gathered from the previous tasks, Barge will develop a preliminary master plan, hand-drawn, to review with Client in a meeting at Barge’s office. This plan will indicate where facility improvements are planned for on the site. • After comments are gathered, Barge will refine the master plan and provide a colored 2D rendering of the overall site at 1” = 200’ scale. The work will include a circulation plan indicating the location of potential school bus parking, food trucks and other parking needs deemed necessary during the planning process. 4. Preliminary Phasing Plan • Barge will also provide a Preliminary Phasing Plan, which will consist of a prioritized list of facility improvements divided into three phases (short-term, medium and long-term). The priorities will be based on survey results and stakeholder input.
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• Barge will also provide a list of potential funding sources.
Not included in Scope of Services but could be added: • Opinions of Probable Construction Costs • Specific ADA evaluation and accessibility plan • 3D perspective renderings to help with fundraising • Wayfinding and interpretive signage design • Event Venue Market Analysis - Analyze existing activity and trends in wedding receptions, meetings, concerts and other events (attendance, source markets, activities, pricing, and other factors). Based on analysis and other research, provide data-based recommendations and forecast demand for activities
Thanks, Mary McClendon Vavra PLA, ASLA, AICP CLARB CERTIFIED LANDSCAPE ARCHITECT
SENIOR URBAN PLANNER [email protected] D 615-252-4313
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Rippavilla Plantation Vision Development Plan
Chandlerthinks, LLC 106 Mission Court, Suite 102 Franklin, TN 37067 615.498.8313
[email protected] www.chandlerthinks.com
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Rippavilla Plantation Vision Development Plan Scope of Work
I. Stakeholder engagement a. Rippavilla in-depth tour b. Groups: Rippavilla board/Spring Hill tourism board/Other c. Interviews: elected officials, City administrators, Econ Dev, tourism, key community influencers (very important) d. Community interest survey: this is a survey sent out in Spring Hill and Columbia to understand the awareness and attachment the local communities have for Rippavilla. It will also help gauge interests in possible new programs, events or offerings.
II. Historic home business comparison a. An in-depth review of existing historic homes and decisions made for their current operations. We will review revenue streams, visitor-guest volume (by each stream), preservation efforts (time and costs); population radius, operation hours, staff size and marketing efforts.
III. Presentation of findings and recommendations a. We will present results of Phase I. research and also a deep review of key performers (of other historic homes) that may have relevance to Rippavilla. This presentation will include some Vision Casting, projecting what could be and broad timing and costs. Examples of similar offerings from other historic homes will be shown. b. The recommendations will also be provided as hard copies to each member of the board.
IV. Vision plan a. This is a final Vision Plan printed and bound for the board and city council. It reflects the feedback and preferred recommendations from the previous presentation. A live presentation of this plan will be made as requested.
Project Cost - $25,000 The above scope of work is estimated at a total of 154 hours (three people as a part of the core project team), an illustrator for the vision casting presentation, a designer for the final reports and a small amount for materials.
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Firm Background
Founded in 2010, Chandlerthinks LLC, is an agent-based place marketing firm that provides solutions for cities, communities and destinations looking to create a strong identity and purposeful direction. We combine experience from traditional branding and advertising agencies, community branding firms and digital marketing agencies. We have an extended team of agents that specialize in research, place marketing, creative direction, design, media strategy and digital marketing. Our team members have been a part of more than 115 place branding projects collectively in their careers.
Our clients are mostly municipalities, economic devolvement agencies and destination marketing organizations. So we are very familiar with the delicate political process necessary to move work forward. We know the right parties to include when work needs to be reviewed, and when to make presentations to the larger group.
Shown below are the many communities for which Chandlerthinks has provided destination branding, strategic planning and marketing services.
Ascension Parish, LA — Alamance County, NC — Bowling Green, KY
Carlsbad, CA — Cabarrus County, NC — Cumberland, MD — Cedarburg, WI
Clifton, TN — Columbia, TN — Columbus, GA — Corpus Christi, TX
Currituck/Outer Banks, NC — Danville, KY — Douglasville, GA — Elk River, MN
Ennis, TX — Fayette County, TN — Finger Lakes, NY — Franklin, TN
Fremont, NE — Galveston Island, TX — Henderson, KY — Horsham, PA
Independence, MO — Irvine, CA — Jefferson, WI — Katy, TX
Kenai Peninsula, AK — Marshall County, KY — La Fourche Parish, LA
Lake City, SC - Longmont, CO — Macon, GA — Meigs County, TN
Morrow, GA — Owensboro, KY — Perry, GA — Polk County, TN
Robertson County, TN — Rowan County, NC — Saint Charles, MO — Seguin, TX
Stewart County, TN — Stillwater, OK — Sugar Land, TX — Sumner County, TN
Suwanee, GA — Unicoi County, TN — Village of La Grange, IL
Village of Northfield, IL
Now, THAT’S experience!
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Knowledge of the Tourism Industry
Chandlerthinks continually strives to stay on top of industry trends. In order to do so, we are actively involved in the following organizations and associations.
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List of Chandlerthinks Services
Below is a list of Chandlerthinks services. Everything is done in-house by our experienced destination team with the exception of some creative services and production needs.
Place Branding Our primary focus is leading and managing the process of place branding for cities, communities and tourism destinations. This involves tactical research, development of a brand strategy, creation of a brand identity, and a branding plan. Collectively, our team has assisted more than 150 communities with the process of developing a competitive identity for the purpose of building tourism, economic development and community momentum. The Chandlerthinks branding process recently received the Power of Research Award by the Southeast Travel and Tourism Research Association (SETTRA). A distinction of excellence in using research for improving a destination.
Branding Refresh Many communities have already gone through the branding process in recent years, but are looking to either reengage the local community or reignite their own creative execution. Chandlerthinks can help give past branding efforts the boost needed to create renewed effectiveness. We do this with some assessment of the current brand, creation of new creative expressions, and a mini-plan to keep it going.
Destination Campaign Development Chandlerthinks is more than a destination consulting firm, we do pretty good creative and campaign development too. If you have the needs of an ad agency without wanting an ongoing ad agency relationship, we’re a good option. We’re former ad agency brats and love to produce great creative work that creates results. We have creative work and media campaigns currently in the market for Louisiana, Kentucky and Tennessee.
Place Branding Education Seminar Often community leaders want to learn more about the philosophies and process of place branding. Steve will meet and speak to your assembly of stakeholders, businesses and residents about why branding is so important for any community and how it helps the local economy.
Tourism Strategic Planning Over the past three years we have developed tourism strategic plans for twelve different destinations in Tennessee, Georgia, North Carolina and Missouri. Sometimes a change in tourism direction is needed, but research-based is also required to manage boards and other political influences. We use this approach and our tourism experience to be marketing coach for destinations and their direction moving forward.
Festival & Event Economic Impact Studies We help Festival & Event organizers determine the economic impact (direct spending) the event has on the local community. This helps event organizers merchandise back to local officials and to others. It also helps in the recruiting of event sponsors the following year.
Destination Research Chandlerthinks is have brand development and half research company. We can develop Visitors Profiles Studies, Visitors Conversion Studies and other research related to the decision making of effective tourism planning.
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Team Bios
Steve Chandler, TMP Owner/Brand Strategist/Lead Project Manager
Steve Chandler is a career marketing strategist with over 20 years experience in strategic planning and brand development for local, regional and national brands. His experience emphasis is connected to the marketing of places.
Steve entered the world of marketing and branding through stints at an international branding agency and a few of the southern U.S. premiere ad agencies. Steve’s experience in the branding of communities began when he was assigned to be President of a national destination branding consulting firm, where he helped craft and manage the process of community branding for numerous destinations, cities and communities. His “digital make-over” occurred in 2009.
Today, Steve applies his classic marketing, place branding and digital savvy backgrounds to Chandlerthinks, an agent-based strategic marketing and branding firm that helps communities tell their story and find direction. The company has worked with over 50 communities in the past eight years.
Steve frequently speaks on the topics of place branding, brand building and digital strategy. Some of his more recent place branding project work can be seen in what is taking shape in the following communities:
• Salisbury-Rowan County, North Carolina • Jefferson, Wisconsin • Macon, Georgia • Kentucky Lake, Kentucky • Seguin, Texas • Ennis, Texas • Lake City, South Carolina • Village of Northfield, Illinois • LaFourche Parish, Louisiana
He extends his professional passion outside of the office by serving as the professor on “Destination Branding” for the Southeast Tourism Society’s Marketing College; and commits time towards his local community; being a member of the committee for the creation of Franklin, TN’s Franklin Locals hospitality program and receiving a certified Franklin Ambassador designation.
Any questions related to this proposal and during the evaluation period should be addressed to the contact information shown below.
Steve Chandler 106 Mission Court, Suite 102 Franklin, TN 37067 615.498.8313
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Team Bios
Greg Fuson - Research Director, TMP, FEP
Greg has been helping clients understand their market through research for more than 20 years. He has developed his skills in survey design and management for both quantitative and qualitative areas of research. Greg has managed studies for a number of national-branded clients, but his passion is in destination marketing research.
Greg will be responsible for leading the methodology, moderation and analysis of all of the project research.
Some of his past clients within this industry include:
• Pigeon Forge Department of Tourism • Tennessee Department of Tourist Development • Franklin-Williamson County Convention and Visitors Bureau • Stillwater, Oklahoma • Macon, Georgia • Village of Northfield, Illinois • Saint Charles, Missouri • Bowling Green, Kentucky • Columbus, Georgia • Danville, Kentucky • Kentucky Lake, Kentucky
A Southeast Tourism Society certified Tourism Marketing Professional (TMP) and Festival and Event Planner (FEP), Greg currently serves as the Chairman of the Board for the Southeast Festivals and Events Association. He also frequently speaks on the topic of tourism research methods.
It has been said that Greg is not your typical numbers guy. He brings an energetic approach to research, and will be the lead researcher for your branding project.
Mary Pearce - Heritage Restoration Consultant
Mary Pearce is a well known name in Middle Tennessee preservation. She served over 30 years as the Executive Director of the Williamson County Heritage Foundation, cementing a legacy in Franklin, TN. Mary is a person with vision – it involves the preservation of historic buildings and sites – but more importantly it is the preservation of a community's sense of place.
Mary is now a consultant, continuing her passion for historic preservation and community development. We’re glad she’s part of the Chandlerthinks team.
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References
Project Contact: Timothy P. Bush, CDME, TMP President & CEO Lafourche Parish Area CVB 4484 LA Hwy 1 Raceland, LA 70394 [email protected]; 985-537-5800
Project Contact: Peter Bowden, President/CEO Columbus Convention & Visitors Bureau 900 Front Ave Columbus, GA 31901 [email protected]; 702.322.1613
Project Contact: James Meacham, CEO Salisbury - Rowan County Convention & Visitors Bureau 204 E. Innes St, Suite 120 Salisbury, NC 28144 [email protected]; 704.638.3100
Project Contact: Stacy Sigman, Village Manager Village of Northfield 361 Happ Road Northfield, IL 60093 [email protected]; 847.441.3852
Project Contact: Jennifer Kirchner, Executive Director Danville-Boyle County Economic Development Partnership 105 E. Walnut Street Danville, KY 40422 [email protected]; 859.236.7794
Project Contact: Randy Newcomb, Executive Director Kentucky Lake (Marshall County) Tourist Commission 93 Carroll Road Benton, KY 42025 [email protected]; 270.527.3128
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Kate~
Going well…hope the same. I have reached out to an architect which works on historic sites to get some feedback from as well. We plan to talk this week. Sorry for the delay as the new year got a little hectic in the office. I guess after we speak with the architect, we can prepare a draft scope of work for the Site Master Plan and incorporate elements as it relates to architectural improvements.
As a comparison… the Carter House Maser Plan we prepared including KVD, Architect, Civil Engineer, Preservation Consultant, and Environmental Design (Signage) was at $70,000 all in (back in 2014)
Are there any other thoughts that you have had since we last met?
Gary M. Vogrin Founder | Landscape Architect
5005 Meridian Boulevard, Suite 100 Franklin TN 37067 M: 615.708.0567 www.kiservogrin.com
From: Kate Wilson
Gary,
I hope this email finds you well. Just checking in to see if you have any additional questions or thoughts. I look forward to hearing from you soon.
Regards,
Kate Wilson Executive Director Rippavilla Plantation 5700 Main Street, P.O. Box 1169 Spring Hill, TN 37174 931-486-9037 www.rippavilla.org
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Rippaville Plantation Master Plan
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From: David Currey Principal Encore Interpretive Design, LLC 936 Currey Rd. Nashville, TN 37217
To: Kate Wilson Executive Director Rippavilla Plantation 5700 Main Street, P.O. Box 1169 Spring Hill, TN 37174
Dear Kate, Encore Interpretive Design, LLC, would like to thank you and Rippavilla for the opportunity to submit background information on the development of a Master Plan for the site. Located in Nashville, Tennessee, Encore provides planning and visitor experience services for all types of history museums, historic sites, government agencies, and preservation organizations. Since 2008, we have worked with clients across the country on strategic, visitor experience, and interpretive master plans. In many instances, these plans include not only conceptual design proposals, but examine a multiplicity of elements that run the gamut from the visitor experience to new construction recommendations. As historians and planners, we understand the collaborative nature of the master planning process and are committed to fully meeting the requirements and expectations of our clients.
We hope that you find the outline materials useful in moving forward with your master planning. Please feel free to contact me at any time to discuss the information’s focus and direction.
Sincerely,
David Currey Principal Encore Interpretive Design, LLC
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Rippavilla
The 98.44-acre Rippavilla landscape in Spring Hill consists of a combination of open space, agricultural, and forest land. The mansion at the site is a two-story brick antebellum plantation house with classic Greek Revival architecture that was constructed between 1852 to 1855. Also located on the property are the Carriage house (currently serving as a Gift Shop for the museum), an original Slave Cabin, a Freedmen Bureau’s School House (circa 1870), Historic Cheairs Cemetery, Brown’s Stand, Ikard Center, a number of barns and other structures that support the agricultural use of the property, and Rayburn Amphitheatre. At the East end of the property is an abandoned road thought to have origins as a pathway for bison as they migrated to the French Lick in Nashville, then used by Native American and early settlers, and finally as a road connected to modern day Brown Rd at Denning Ln. All of these landscape elements contribute to the site’s visitor experience, interpretation, education programming, tours, rentals, and other special events.
It should be noted that a conservation easement exists that limits the development and usage of the property to those areas designated by The Land Trust for Tennessee. No permanent or temporary structures may be built except within the areas defined in the agreement as Building Envelope A, consisting of approximately 10 acres, and Building Envelope B, consisting of approximately 1.5 acres. This includes parking.
Master Planning for Rippavilla There are four primary areas of concentration involved in master planning for Rippavilla: evaluation; interpretation; analysis; and recommendations. The final Master Plan will provide the guidance to usage, management, and protection of the site and its historic landscape. The content would include:
Historic Background Study: this is a detailed history of the site, its historical development, its historic features, buildings and structures, important people or events associated with the property, and previous studies.
Current Conditions: a detailed evaluation of the properties historic and operational assets, including boundaries, structures, landscape features, collections, events, operating budget, and easements.
Interpretive Plan: the primary guidance tool for determining and managing how the historic assets and collections of the site will be presented to the public. Based on the Historic Background Study, it will include the development of interpretive themes, the visitor experience, interpretive media, and the exhibition of physical and digital assets associated with the site and its historic past.
Site Plan: this section is the primary guidance tool for implementing the goals and objectives for the physical development of the site. In essence, the site plan will provide a general and broad perspective of what will happen in terms of archaeology, preservation, restoration, maintenance, operations, and new construction, at Rippavilla over a specific length of time (15 years).
There are also other components in addition to these primary areas of concentration. The first is a Feasibility Study. This avenue of inquiry examines area demographics, similar site business models, visitor demographics, area partners/competition, area tourism, visitor trends, benchmark case studies, and makes recommendations for site development and activation.
A Site Survey in many cases is an important function of the planning process. Understanding the historic natural and built landscape features, site boundaries (old and new), elevations (historic and current), and vegetation can enhance the study and identify potential issues associated with interpretation, archaeology, and new construction. Surveys also assist in the historic background study documentation as well as
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assessing current conditions. It should be noted that historic landscapes can possess historical values that come from the full range of human history, including ethnography and traditional cultural values.
Next, an Archaeology Study. Archaeology significantly contributes to the goals of the Master Plan recommendations and should be consid¬ered essential for achieving the aims of these recommendations. In this context, the following archaeological priorities are recommended at Rippavilla.
Areas of Priority: Any areas where land alteration of any sort is planned should be investigated prior to disturbance of soil.
High priority should be given to the area of the former slave cabins (eastern, in the area of the extant cabin). The cabins look to be on the 1941 topographic map and the area does not appear to be greatly disturbed. There is a high potential for archaeological discovery in this area and a high potential for recovery of historically significant information that will contribute to the interpretations of the plantation.
Methods of Investigation: Phase I-remote sensing (gradiometer, ground penetrating radar, resistivity), shovel testing, Phase II-limited excavations. Next highest priority should be given to Envelope A, the areas around the plantation house (including where additional slave cabins were supposed to be located) and the yard in front of the plantation house. Building Envelope B, the area around the event barn, also needs to be investigated. The conservation envelopes are required to be surveyed, according the Recommendations, and archaeological assessment should be part of this survey.
Methods of Investigation: Phase I-remote sensing (gradiometer, ground penetrating radar, resistivity), shovel testing, Phase II-limited excavations. The “sunken road” should be considered an area of high priority for investigation. This is an ancient feature and has potential for remains relating to the prehistory and history of the area.
Methods of Investigation: Phase I-remote sensing (gradiometer, ground penetrating radar, resistivity), shovel testing, Phase I-limited excavations. The field areas in the middle of the property are of lower priority, due to the likelihood that these areas were agricultural fields in the past, and, appear to have undergone numerous modifications, including a baseball field and a maze. However, the open fields could be surveyed without great effort.
Methods of Investigation: Phase I-remote sensing (gradiometer, ground penetrating radar, resistivity), shovel testing. Wooded areas are at present excluded, due to the difficulty of survey (although survey is possible in these areas), and, the presence of burials in the southeast corner of the property. Methods of Investigation: Phase I-shovel testing, Phase II-limited excavations.
The standard Master Planning process that includes the 4 above areas of concentration can average in cost from $25,000 to $65,000, based on the size and scope of the project.
A Feasibility Study can cait between $8000 and $15,000, based on the defined size and scope.
A Site Survey at Rippavilla can cost between $15,000 and $30,000, based on the scope (elevations, tree counts and sizes, etc.)
Finally, an Archaeology Study can cost between $12,000 and $35,000, based on the size and scope.
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Stories are important. They inform and inspire us. They pass along knowledge and experience. They confront our emotions, leave lasting impressions and help us build common relationships. In short, they help give meaning and purpose to our lives. At Encore Interpretive Design, we value the power of stories. Our job as an interpretive planning company is to work with our clients to create unique, engaging and memorable visitor experiences. Since 2008, we have shared our passion for storytelling on projects for heritage areas, preservation groups, government agencies, museums, for-profit companies and non-profit organizations. We have an extensive background in strategic planning and museum management. Our goal at Encore is to build, brand and share stories that confront, engage, stimulate and motivate audiences.
OUR APPROACH Master planning for cultural, historic and natural history sites in recent years has changed. In the past, the majority of work has concentrated primarily on the protection, preservation, restoration and interpretation of the resource. Today, however, master plans have evolved into business models that address a multiplicity of important issues beyond theming, programming and modeling, such as operations, management, audience development, fundraising, branding and feasibility. Supporting non-profits face unique challenges as more places compete for leisure dollars in a continually oversaturated market filled with cultural attractions. To be competitive, historic sites and museums are forced to take on a larger role in the community not only as stewards, but also serve a contemporary function as venues for alternative programming for alternative audiences. As well, interpretation has evolved. Historic sites and museums are learning to benefit from the advent of new technologies that increase engagement through interactivity. Today, some provide minimal communications- based experiences, such as the use of mobile devises, as an added layer of interpretation, wayfinding and, in some cases, fundraising. All of these changes have to function within the framework of protecting the resource while fulfilling the expectations of audiences and making the visitor experience authentic, memorable and rewarding. A successful combination of interpretive, recreational and educational resources have the potential to attract repeat attendances.
Our approach to master planning takes each of these needs into consideration. Historic and cultural institutions benefit from the use of business models to manage operations and maintain economic viability in the community. In all, there has to be a balance between protecting the resource and making it a contemporary public or private asset. Our plans address that balance.
In recent years, Encore has produced master plans for several large-scale historic and cultural resources. The most recent is Two Rivers Mansion, where we developed a 20-year visitor experience plan that called for,
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among other things, the addition of event facilities and other assets to the site to generate new revenue streams for this antebellum house located in Nashville. As well, we completed the Fort Nashborough Interpretive Master Plan in 2013 and oversaw Phase One construction of the new $1.85 million Fort Nashborough History Center located in downtown Nashville.
Encore also produced the interpretive plan for the Fort Negley Visitor’s Center, a Civil War-era site that tells the story of Nashville during Federal occupation. In June of 2016, we completed the Interpretive Plan for the Lumber Heritage Region in central Pennsylvania, the second largest heritage area in the country encompassing over 12,500-square miles. The plan concentrates on attracting new audiences through heritage tourism opportunities that link the region’s natural resources to increased recreational and educational components. We have also fulfilled interpretive plans in recent years for Native American and Civil War battlefield sites in Minnesota (Wood Lake) and Missouri (Lone Jack). We are currently working on a Cultural Landscape Report and initial master planning for Ft. Negley Park in Nashville.
DESIGN In addition to planning, Encore’s interpretive research and design products can be found in museums, along greenways, at historic sites, in parks, and on Civil War battlefields. In Nashville, our hometown, we have designed both facilities and exhibits for the Ft. Negley Visitor’s Center and the new Fort Nashborough History Center. We have also created interpretive elements for the Tennessee State Museum, Andrew Jackson’s Hermitage, and Phillippi Estate Park Interpretive Center in Sarasota, Florida. Over the last decade, we have designed, fabricated and installed exhibits at Johnsonville State Historic Site, the Milan Arsenal, and a series of 32 wayside exhibits for the 1863 Tullahoma Campaign. In 2013, Encore produced a traveling exhibit on Sergeant York for the Museum of the American Military Experience that continues to crisscross the state, and an exhibit on Sergeant York with the First Division Museum for Fleville, France.
FILM PRODUCTION Encore is experienced in documentary scriptwriting, production, post-production and DVD authoring. In recent years we have produced introductory documentaries for the Tennessee State Museum, Parker’s Crossroads and Ft. Negley. Our major independent productions, The Battle for Nashville and the Life and Times of Ed Bearss, are available at national battlefields and national parks across the country.
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Two Rivers Mansion Master Plan Metro Nashville Parks and Recreation Nashville, TN
In 2016, Encore led the assessment, planning and design team to create the new Two Rivers Mansion Master Plan for Nashville’s Metro Parks Department. The scope of work included an evaluation of the properties current conditions, development of a visitor experience plan, an inventory and cataloguing of the museum’s collection, recommendations for the addition of new interpretive and event facilities, an interpretive and exhibit plan, and archaeology plan, recommendations for greenway expansion, a 15-year action plan for implementation, and the project’s probable costs. The project cost was $88,500. The estimated final cost for plan implementation in $4.5 million.
Contact: Rebecca Ratz Project Director Metro Parks and Recreation Nashville, TN 37219 P: 615.862.8400 [email protected]
Sub-Contractors: Moody Nolan Architects Ritchie Smith and Associates, L.A. I. C. Thomasson Associates Tennessee Valley Archaeoligical Resource Logan Patri Engineering Ashworth Environmental Design, LLC
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Fort Nashborough Interpretive Master Plan and Phase One Construction Metro Nashville Parks and Recreation Nashville, TN
From 2013 through 2017, Encore led the design team to create the Fort Nashborough Interpretive Master Plan and to oversaw Phase One construction of the new Fort Nashborough History Center. The new Cumberland Riverfront facility will provide the city with a comprehensive venue for telling the story of early Nashville. The scope of work involved historical research, site planning, facility design, management and operations, visitor experience planning, exhibit conceptuals and design, and project budget estimates. The $1.85 million facility opened in 2017 and was recognized with a state contractor award and an Honor Award from the Middle Tennessee Chapter of the American Institute of Architects.
Contact: Tim Netsch Assistant Director Metropolitan Board of Parks and Recreation Nashville, TN 37219 P: 615.862.8400 [email protected]
Sub-Contractors: Moody Nolan Architects Ashworth Environmental Design, LLC Rock City Construction
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Fort Negley Visitor’s Center and Historical Park Metro Nashville Parks and Recreation Nashville, TN
In 2007, Encore worked with Moody Nolan Architects and Ashworth Environmental Design to create the Fort Negley Visitor’s Center, the site of the largest inland masonry fortification constructed by the Federal army during the Civil War. We also author the site’s Interpretive Plan and developed the interpretive media for both the Visitor’s Center and the Historical Park. The scope of work involved historical research, image search, story narrative, interpretive planning, exhibit design, documentary production, and interactive media content. Total budget for the project was $2 million.
Contact: Tim Netsch Assistant Director Metropolitan Board of Parks and Recreation Nashville, TN 37219 P: 615.862.8400 [email protected]
Partners: Moody Nolan Architects Ashworth Environmental Design, LLC
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Kellytown Master Plan Metro Nashville Parks and Recreation Nashville, TN
In 2017, Encore worked with Hodgson Douglas, L. A., to develop a master plan for this Mississippian archaeological site in Nashville. Encore conducted historical research, visitor experience planning, developed interpretive themes, provided parameters for educational programming, and conceptual interpretive media design, including interactive and virtual reality components. We also created a budget and fee structure for interpretation and implimentation. Master Plan was completed for $75,000. Projected final cost for implementation is $1.75 million.
Contact: Chris Barkley HODGSON DOUGLAS 120 29th Avenue South Nashville, TN 37212 615-327-4447
Partner: Hogdson and Douglas
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In the Footsteps of Sergeant York
Museum of the American Military Experience Brentwood, TN
In 2013, Encore planned, designed, fabricated, and continues to install this 1200 sq. ft. traveling exhibit based on a series of scientific expeditions by a team from 11 nations to France between 2006 and 2009 to uncover the exact location where Alvin York won his Medal of Honor during World War One’s Meuse Argonne Offensive in October 1918. The exhibit covers his life growing up in rural Tennessee, the engagement that made him an international hero, the GIS technology behind the discovery of the site, and telling the authentic story of York’s experience. The total budget for this project was $25,000.
Contact: David McCoy Museum of the American Military Experience [email protected]
Special Budget Meeting - PACKET - (Page 45 of 63) General Attachment: 1d-Encore.pdf (Page 11 of 11) ^ Back to Agenda ^ General Attachment: 2-RippavillaScopeofWork.pdf
REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY
RIPPAVILLA
Scope of Work Exterior Conservation
Masonry Repairs, and Wood Conservation
Summer 2018
Republic
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REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY
Masonry Conservation, over view:
Rippavilla is a load bearing masonry building composed of a dry stack, below grade foundation and, a thin set, fine line mortar bed foundation at the exposed grades. The walls are composed of wood mould, low fired brick in a tied common bond weave/bond, English Bond and with a double tie course running bond composed of placed double brick units. Except for the back porch/veranda and exterior foyers, the mortar joints of the entire house will be cut out to a depth no less than the width of the mortar bed joint and, or to a depth of ¾” to 1”. This may be accomplished with hand held grinders with 1/8” blades making a double cut at the lintel and bed of each running masonry joint. The head joints may be machine cut with care at not damage any brick/stone at the terminus of each incision. Hand work will be required to free up the cut tags at the intersection of the head and bed joints. After cutting out with given care to not damage any adjacent masonry unit, the exposed joints will be brushed out and washed free of any residual debris with a low pressure of no greater PSI of 100 lbs. With the joints cleaned of dust, light debris and hydrated, the new mortar will be hand applied and packed to full compression and, allied to set and shrink, then, reapplied and compressed. The final application is allied to set and, then strike the mortar joints with a rake finish with a slight wash taper to match the existing mortar joints as a “struck finish masonry joint.” The new mortar will match in strength and color range of the provided mortar analysis specifications.
The Main Façade:
Facing Northwest, the main façade is divided into three bays of two wings and central portico and, is built of running bond load bearing brick work. The eight wing windows are solid case units that provide support to the brick work and coursing. One can view the structural failure of the brick work at the lintel locations and, shall require unit numbering, removal preparation for angle iron support, coated copper fabric flashing and the relaying of the units into their historic position. The removal of the brick units should coincide with the cutting out of the joints of the façade and, relayed prior to any tuckpointing is engaged. This will allow for a more homogenous appearance of the coursing and, allow in correction, migration and sagging of the bedding joints and structural integrity of the wall, load system. Recording the unit locations will negate any clipping to fit of any brick and guarantee proper coursing and maintain the historic design intent.
The areas of the Central portico that are free of weather intrusion and, have the decorative white penciling intact shall not be cut out but, in fact protected from any cutting and, in particular, any light, pre-joint cutout and, any powered washing after the replacement mortar on the exposed wall systems has been dressed and cured to remove any mortar film, ghosting. Care should be taken when cutting out mortar that is adjacent to the pilasters, wooded elements of lintels, casings and casements so as to not damage the wooden fabric, nor intrude into the protected, period pointing and penciling.
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REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY
The view of the principle façade; front facing Northwest and Southwest corner elevations.
The scope of work will intent the removal of all pointing that is failing in the open fields of masonry on all elevations of the mansion proper as so described. Emphasis to priority is to these two exposed facades as to weather, exposure deterioration has had the greatest impact. In addition, all of the wooden window lintels illustrate moisture migration and wooden fabric failure that is impacting the load bearing capacity of the load bearing masonry wall system. As mentioned, the recording and labeling of the brick units prior to removal is accomplished, the units removed for the placement of the hot dipped, galvanized angle iron and the coated copper fabric/flashing is installed. Prior to the installation of the metal, support lintels and flashing, the entire surface of the wooden lintel will be examined and sounded for deteriorated wood and structural load support and wood mass and where the fabric is compromised, low pressure epoxy consolidant will be injected and applied to penetrate and stabilize the wooden fabric, return the structural integrity and, to permanently waterproof the wooden lintels.
An example of the deflection of the masonry mass above the window lintels is self-evident in this image. One can readily view the failure in supporting and bridging of the brick and bed
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REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY joints between to the window placements. Previous repair campaigns have attempted to address the “symptoms” of the bedding joint failures that only illustrate the compressive failure of the wooden lintel. These repairs rarely matched the mortar strength and color and, only masked the true failure of the compression of the wooden lintel. The failure in this is image is highlighted in the step cracks at each termination point of the wooden lintel.
Northeast elevation window detail of lintel compression failure.
The main façade illustrates the same conditions but, with less impact. Point being is that the condition will only worsen with the passing in time and, it would be pointless to repoint the building, waste the efforts/funding for pointing only and not address the long- term disease/encroachment to failure of the wooden support lintel. Again, the evidence illustrates the stepped crack failure points as the masonry load impacts the load above the window lintel. There has also been some attempt to address the symptom of the brick slip and compression at window brick jamb, “Window” Left. Some remedial repointing was engaged to attempt to “fix” the conditions at that location. The same is true at these locations with various degrees of failure and, impact.
Special Budget Meeting - PACKET - (Page 49 of 63) General Attachment: 2-RippavillaScopeofWork.pdf (Page 4 of 11) General Attachment: 2-RippavillaScopeofWork.pdf
REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY
First floor, northwest elevation lintel migration and compression step cracks.
Engaged window at the northeast portico with the afore mentioned failures of the wooden lintel.
Special Budget Meeting - PACKET - (Page 50 of 63) General Attachment: 2-RippavillaScopeofWork.pdf (Page 5 of 11) General Attachment: 2-RippavillaScopeofWork.pdf
REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY Again, illustrating the conditions of a northeast elevation.
Main façade, building right, first and second floor details of previous symptom pointing and, continued movement.
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REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY
Detail of pointing requirements and examples of the wooden compression failures and the symptoms of the compression at the load points of the lintel and, its bearing points at the window locations. Also, of note, one can easily witness the special cut, masonry units in situ as to the composition of the window units. Each special cut is period and keen to the design and support of the existing window unit and location.
The same is true for this main façade, southwest corner location where the previous conditions were described and illustrated here.
Special Budget Meeting - PACKET - (Page 52 of 63) General Attachment: 2-RippavillaScopeofWork.pdf (Page 7 of 11) General Attachment: 2-RippavillaScopeofWork.pdf
REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY
The southeast elevation reveals previous campaigns at hit and miss of migration repairs and some remedial pointing and cleaning. The over cleaning is evident and, the inability of matching the masonry color blend is evident as well.
Again, at the southeast rear location, the Flemish masonry bond work shows the poor detail of replaying and “over-jointing” of the bed joints and, only addressed the symptoms and, not the actual disease, failing conditions.
Special Budget Meeting - PACKET - (Page 53 of 63) General Attachment: 2-RippavillaScopeofWork.pdf (Page 8 of 11) General Attachment: 2-RippavillaScopeofWork.pdf
REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY
The rear “L” clearly defines the failures and, attempts to mediate the failed conditions of the wooden lintel compression and rot. There have been numerous attempts at repair and, funds wasted did not correct the conditions. Again the step-cracks tell all as to the dynamics of failure and the load physics in action.
The upper, large casement window “L/ell” tells all as to the failures and the wasted attempts of precious funds and action as to the need to truly repair the conditions at hand…
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REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY The area between the upper and lower fields of the common header course bond is a clear example of the failed attempts and, the exasperated conditions of failure in the wall system, support lintels and poor application.
It is crucial to document the brick units in situ, in particular those units which are still period as to not have examples of tear and refill willy-nilly as this image and example clearly illustrates. Each period unit was cut to fill a location as required by the size of the window and door casements. Any rough and tumble tear-out of historic fabric will have the compromising impacts so illustrated in the structural and cosmetic ignoring of the design intent, fabrication as built and, the same as dealing with any form of art, creation and historic significance, “do not Harm….!”
A full mortar analysis will reveal the actual strength of the mortar, compressive range and, the color to sand/aggregate composition and range. One may also create a critical path as to funds available and necessary to perform the work that is required.
SUMMATION TO QUOTE PER ELEVATION: As requested, we hereby quote the sum of $ 39,775.00 to conservation repair the Southern elevation only with a complete cut-out of all bedding and head joints, replacement of those joints with mortar that matches in strength, color, range and integrity of the period mortar as so described. All of the window lintel masonry units with be labeled/recorded for removal with consideration for the epoxy injection of the wooden lintel for structural rehabilitation and waterproofing; a new galvanized steel lintel, angle iron 4” X 6” by length and covered with coated copper fabric. The brick units will be relayed to their original location to maintain coursing and design intent…. The two downspout chases will be sealed with pumped grout on
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REPUBLIC RESTORATION CONSERVATION ANTHROPOLOGY lift stations to insure the complete filling of the cavities and prevent further moisture migration participating and damaging the plaster systems of the interior of the mansion. For the participation of a new roof system over the Southern Sun Room we will install a reglet for the roofers, sheet metal smiths to insert copper counter flashing. We will hard jack 6’6” masonry scaffolding for access and paint the existing wooden window lintels. Using this system will not damage the downspout drain system and protect the yard, flora from lift machine migration. The entire elevation will be conservation washed with consideration to remove all mortar smears and ghosting. The duration of work will be 2 months; weather permitting. The removal of the shrubbery, as discussed will provide access to the façade and, mitigate the damage the 1940’s planting are doing to the foundation and, water retention to the masonry walls….
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Special Budget Meeting - PACKET - (Page 61 of 63) General Attachment: 4-ShutterBids.pdf (Page 3 of 3) ^ Back to Agenda ^ General Attachment: 5-Rippavilla 18-19 projections.pdf
Rippavilla Budget Projected Projected Variance Annual Actual 3/1/19 - Total Favorable City Rippavilla Total 2/28/2019 6/30/2019 18 - 19 (Unfavorable)
Income Tours $ - $ 60,000 $ 60,000 $ 30,582 $ 19,500 $ 50,082 $ (9,918) Gift Shop - 20,000 20,000 19,420 11,300 30,720 10,720 Special community events - 60,000 60,000 24,041 30,000 54,041 (5,959) Weddings, Ikard, Barn rentals - 70,000 70,000 52,335 18,000 70,335 335 Donations/Development/Fundraising - 10,000 10,000 27,415 3,000 30,415 20,415 Grants - 3,000 3,000 3,800 - 3,800 800 Interest Income - 15 15 23 10 33 18 Other Income - 2,500 2,500 24 1,200 1,224 (1,276) Supplement - City of Spring Hill 100,000 - 100,000 75,000 25,000 100,000 -
Total Income 100,000 225,515 325,515 232,640 108,010 340,650 15,135
Expenses Rent to City of Spring Hill 60 60 - 60 60 - Wedding advertising expenses - - - 1,040 500 1,540 (1,540) Salaries 12,000 113,000 125,000 85,178 48,000 133,178 (8,178) Consultant (Marketing/Development) 36,000 - 36,000 10,885 10,000 20,885 15,115 Payroll Tax Expenses 8,450 8,450 7,510 4,500 12,010 (3,560) Gift shop Purchases for Resale 10,000 10,000 13,579 7,900 21,479 (11,479) Special Community Events - 20,000 20,000 10,852 9,000 19,852 148 Professional development - - - 1,339 - 1,339 (1,339) Real estate taxes - - - 571 - 571 (571) Tour group expense - - - 57 - 57 (57) Board expense - - - 43 1,205 1,248 (1,248) Pest Control 980 - 980 1,435 220 1,655 (675) Security/Fire protection 1,580 - 1,580 426 140 566 1,014 Maintenance Buildings/grounds 10,000 - 10,000 2,019 5,000 7,019 2,981 Repairs 5,000 - 5,000 855 2,000 2,855 2,145 Professional fees (Accounting, bookkeeping) 7,700 7,700 5,000 2,500 7,500 200 License & Permits 500 500 75 200 275 225 Bank, credit card, online charges 3,200 3,200 2,656 1,750 4,406 (1,206) Meals - Staff 250 250 135 100 235 15 Travel 500 500 57 250 307 193 Supplies Maintenance 2,300 - 2,300 3,171 1,500 4,671 (2,371) Cleaning/operating 2,250 2,250 5,419 2,500 7,919 (5,669) Office 1,500 1,500 4,741 2,000 6,741 (5,241) Postage 1,000 1,000 708 300 1,008 (8) Insurance - artifacts, WC, Board 11,600 11,600 8,750 2,850 11,600 - Telephone/Internet 2,000 2,000 888 450 1,338 662 Utilities - 24,000 24,000 14,375 9,625 24,000 - Advertising & marketing 5,000 3,495 8,495 8,103 1,400 9,503 (1,008)
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Rippavilla Budget Projected Projected Variance Annual Actual 3/1/19 - Total Favorable City Rippavilla Total 2/28/2019 6/30/2019 18 - 19 (Unfavorable)
Website Design & Maintenance 350 350 700 367 140 507 193 Dues & Membership 1,500 1,500 1,179 175 1,354 146 Laundry - - - 495 210 705 (705) Other Expenses 1,000 1,000 912 250 1,162 (162) Capital Imp/Restoration/Acquisitions 26,790 13,160 39,950 11,053 10,000 21,053 18,897
Total Expense 100,000 225,515 325,515 203,873 124,725 328,598 (3,083)
Net Profit (Loss) $ - $ - $ - $ 28,767 $ (16,715) $ 12,052 $ 12,052
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