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HomeMy WebLinkAbout2022 Friends of Swansonville RFP 1 2022 Lodging Tax Grant Packet for “Swansonville Church Restoration” Application A word of explanation: Friends of Swansonville is under the “umbrella” 501c3 status of the Jefferson County Historical Society. We are currently completing paperwork with IRS to get our own status, but until that time we will work under JCHS regarding non-profit status. However we have our own financial accounting and funds drives, as well as grant applications. JCHS has been a tremendous partner in our development as a non-profit. We have tried to include as much from JCHS as may apply to this grant application. To check 501c3 status please check under Jefferson County Historical Society. Included: Signed and Dated Proposal Summary Sheet Section 1 - Itemized list of proposed services and estimated costs. Section 2 - Proposal Questions Section 3 - Proposed 2022 promotion, facility, event or activity budget Section 3 – 2021 budget and year-to-date income and expense statement(s). Section 3 - List of names and addresses of the organization’s current Board of Directors. Section 3 - Optional work samples such as season brochures, promotional materials, reviews, news/magazine articles, etc Article from the Port Ludlow Voice on Swansonville Church Article from the Port Townsend Leader dated Sep 15, 2021 2 3 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: Swansonville Church Restoration In the following space or on a separate sheet of paper, please specify each proposed tourism promotion, facility, event or activity, including quantities and costs (see examples at bottom of page). This grant request if for the funding of materials and some labor to install sheer exterior walls on the Swansonville Church and to replace the composition asphalt roof (exceeding it’s life) with fire retardant treated cedar roofing shingles, as originally installed. This is not event, except that once this phase of the restoration process is complete, we will have one major requirement, to install or establish utility and parking services to the new Swansonville Community Center (we are changing the use of the facility to be a community center that will support all of Port Ludlow). So, while this grant will not complete the occupy process of the county to allow interior use of the building, it will bring us to an 80% level, with one minor requirement to be met. We currently have a Federal Grant (USDI Third Places Grant) to replace the failing foundation with a concrete system. This project should be complete by late spring of 2022. If we are successful in receiving this LTAC grant, we expect to start work no later than July 2022. While we don’t expect to be publishing promotional material for this work, once we have completed the restoration and are “open for business” we will have a grand opening event. We have, however had publications in both the Port Ludlow Voice magazine and the Port Townsend “Leader” publicizing our work. We received a different grant from The National Trust to revise our web site to address requirements for our future “virtual web museum” which we will increase our visitation tremendously in the future. But first we need to complete the physical restoration of the building. The cost for this two phased project is as follows (please see the Bill of Materials attached for more in depth materials description). It should be added that the labor for installing the exterior shear walls and replace the clapboard siding will be by volunteers, as this is tedious and slow work that is within the purview of the talented volunteers we have. The roof work however will need to be contracted. We have an estimate which reflects the general costs of the two phases of this project by Brent Davis Construction. Cost for installation of the exterior shear walls, insulation, and replacing clapboard siding: $26846.57 Cost for replacing the existing roofing material with fire retardant treated cedar shingles: $22605.80 Total Cost for this Grant: $49,452.37 Please add this paragraph to Number 2 Proposal Questions, Question 1, Tell us about your promotion, facility,event or activity and why you think it will increase tourists traveling to and staying in Jefferson County Currently Port Ludlow has tremendous services it can provide to tourists. From the kayak rentals at the Marina, to the great Washington State recognized hiking trails(especially the Ludlow Falls Interpretive Trail), and the walking trail along the harbor with historic interpretive signs (a previous LTAC project in 2019). The restoration of Swansonville Church adds another key historic facet to the Port Ludlow tourism promotion program. The church, once restored will provide that key missing physical historic site to "Old Port Ludlow", as a key tourist draw to enhance the entire Port Ludlow experience.No historic buildings exist within the Master Planned Resort of the previous lumber town of Port Ludlow. However the Swansonville Church provides that historic setting and resource. When you can augment the Port Ludlow experience with more local events to visit, both lodging and restaurant use will increase. With the development of other historic resources (such as the Port Ludlow cemetery) and the expansion of the Swansonville historical program(such as the virtual museum of the Port Ludlow community) we are providing a holistic approach to increase tourism through an increased broader and more diverse experience. 4 Section 2: LTAC Proposal Questions for “Swansonville Church Restoration”: Tell us about your promotion, facility, event or activity and why you think it will increase tourists traveling to and staying in Jefferson County. Include a general description of the promotion, facility, event or activity including its purpose, history, etc.), and describe your organization’s track record. The purpose of this facility restoration grant is to restore a historic community church in Swansonville, Port Ludlow Washington. While the church has been used for services since construction in 1905, it has drastically deteriorated due to weather/earthquakes and declining parishioner numbers. Of special concern is the foundation of the steeple/bell tower which is being addressed under our Phase 1 project. This grant (Phase 2) will be used for structural stabilization of the walls and replacing the failing composite asphalt roof with a fire retardant treated cedar shingles. The Swansonville Church is on the National Historic Register and is the only remaining historic community space of the old Port Ludlow lumber mill town. The permanent pioneers of Swansonville came here to work in the mill, most from Nordic Decent (Sweden, Norway and Finland) and some indigenous families. Hans Swanson was one of these pioneers who donated the land for the church but with the one stipulation that it remain inter-denominational. The members of the community built the church using the seconds’ pile, board by board by hauling the lumber up the hill with wheelbarrows. Puget Mill closed in 1935 and all the buildings in Port Ludlow proper were either moved or demolished. While the church was used for services since construction in 1905, it has drastically deteriorated due to weather/earthquakes and declining parishioner numbers into the early 1990’s. Friends of Swansonville (FOS) was organized in April of 2019. We saw the need to restore the last historic community space in the Port Ludlow area, providing a lighthouse and revitalizing our vibrant community that once was. FOS has completed a tremendous amount of in-kind work such as stabilizing the bell tower foundation, weatherproofing the exterior of the building to stop additional damage, cleaning, painting and other repairs. However, to ensure complete restoration, major repairs need to be done in the amount of this grant request of $49,452.37. The restored building will provide a space for events and gatherings, a place to honor the heritage of this area and a destination for historical visits that is accessible to all of Jefferson County and beyond. Currently, there aren’t any historic tourism structures in this part of eastern Jefferson County, nothing for interested visitors to see. The closest tourism sites we have are the Worthington House in Quilcene, Irondale (the old Iron and Steel mill site), and Port Townsend, twenty-five miles distant. For those who may be on their way to Olympic National Park, but looking for a close site to visit, our Community Center would fit the bill. It is within three miles of the important transportation intersection of SR 19 and 104. We plan to build and augment the existing tourism programs of Port Ludlow and Chimacum businesses, with the goal of enhancing the experience (and expanding) tourism in Eastern Jefferson County for not only Jefferson, Clallam and Kitsap counties, but for all of the State of Washington and beyond. We will not only depend on the brochures in Gateway Visitors Center, our website, but introduction of notifications in ferry terminals, as well as in other visitor centers throughout western Washington, and through coordination with the Tourism Coordination Council. 5 2. If this is a continuing promotion, facility or event, how is it different than in the past? No, it is not a continuing promotion, facility or event. 3. Describe how you intend to market/promote your promotion, facility, event or activity to potential tourists who reside outside Jefferson County. a) If an event, the date of the event: N/A b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2022): This timeline is dependent on the success in our fund drives and acquisition of further grants to complete the building restoration as stated in 1 above. We envision (with optimism) that we will succeed in acquiring the added funding to complete all phases of the restoration program by the end of 2022 or first quarter of 2023. We have a grant application plan to accomplish this with possible grants identified in the future. However, the restoration of the community center will be our “key event” with a grand opening and introduction to the public of the restoration of this important National Historic Site to the Jefferson County community. With the recognition that the site has received as a National Historic Site as an important structure representing the “Port Ludlow Lumber town” as well as the recent receipt of a grant through the Department of Interior “Third Places” we are gaining public visibility for our program. While our progress is “step by step” our expectations and community drive to accomplish the various facets of our restoration program support every action we initiate. We plan to be a representational living history site that will attract tourists to this part of the state with a place to engage in an enlightening experience. More significantly, the community focus, while extremely important to the past, is even more relevant to the future. The recent Covid pandemic has only made this type of initiative more important, where alternative work locations and community support under duress situations contribute to the success and survivability of our community. We will be starting this project (if funded) in July 2022, with expected completion in December 2022. c) Target Audience: Our initial audience is the Eastern Jefferson and northwestern Kitsap county population. Port Ludlow is a sister community to Port Gamble of northern Kitsap county, with most of our history in common. However, being neighbors to the Port Ludlow Master Planned Resort and Port Ludlow Associates (PLA), we will also increase tourism opportunities, eventually providing a great site for tourists to visit while staying at the Residence Inn of Port Ludlow (and other lodging areas within the region). Swansonville is already a quick five-minute walk from the Talbot Trail of Port Ludlow with the opportunity to expand the Port Ludlow trail system to include this area. We have already been in contact with the Chimacum Valley farming/businesses to partner on agricultural concepts and information to enhance the already successful tourism this area is experiencing. Informing the public about the past importance of 6 farming and the current successful ventures that exist in Chimacum will provide tourists with more information and interest in our east Jefferson County area. Finally, we have tremendous museum capability in Quilcene and Port Townsend, but nothing in this part of the county. We are three miles from the Gateway Visitors Center, which can provide a great stopping point for visitors to start their tourism experience in Jefferson County. Initially, we will provide the virtual museum covering agrarian support to a lumber town. Long term we envision providing interactive experiences that will focus on not only the sustainable operations of the late 19th century but also how these sustainable operations are relevant today and in the future. This vision, we believe is unique and could be of major interest to all visitors to western Washington, whether from the United States or other countries. d) Promotion methods you intend to use to reach the target audience: The initial way we are reaching our audience is through successful applications for grants and completing our projects. The completion of the foundation of the structure will provide an example of how community involvement can save an important facility in the community. We have published articles in the local magazine Port Ludlow Voice, as well as in the Port Townsend Leader. Our new and improved web site will also provide visitors with a great history of our activities as well as our plans for the future. Working with our business partners in Chimacum and other locations (eventually Port Gamble and Quilcene) will also help us all to provide the visiting public with a diversity of options on why to visit Jefferson County. Once the structure can be occupied, we will have an “open house” to publicize our museum and our program. Finally, we have acquired the volunteer services of an experienced public media manager to assist us in fund raising and marketing of our capabilities. Once we have occupancy of the community center, then we will concentrate on developing brochures and events to publicize our unique experience. We are optimistic that this could commence in early 2023. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. Eventually, our venue will provide opportunities for tourism that will benefit lodging in Port Ludlow and surrounding areas. From intimate weddings, funerals, music events, and classes, guests will require accommodations. We have a relationship with the Residence Inn (PLA) through members of the board, as many members are also residents of Port Ludlow. While the Inn may not be an original structure of Port Ludlow, it does have an excellent photo collection of the Old Port Ludlow operations and sits on the site where the lumber mill once sat. We certainly will advertise the capabilities of the Residence Inn once we are established and expect that they will do the same for us. We are also in the initial stages of coordinating with businesses of Chimacum to develop a cooperative advertising program that will highlight their agricultural roots and our historic message from both the agricultural and industrial past of East Jefferson County. We will stay involved in the lodging opportunities of East Jefferson County through the Gateway Visitors Center, as well as the Jefferson County Parks and Recreation Advisory Board. .f) If you intend to collaborate with another agency or non-profit to provide these services, please state the name of the organization and describe the nature of the collaboration: Currently our primary collaboration is through the Jefferson County Historic Society, which provides financial support for us in the 501c3 (IRS) process. They also provide much needed 7 advice on grant opportunities. Our plans (once our community center is able to be occupied) are to develop close ties to both the Port Ludlow Village Council and Port Ludlow Associates. We have already interacted with Rayonier Corp. (who acquired Pope Resources in 2020), and they have provided us with two important grants to complete permit requirements. We hope to expand this initial assistance into a mutually supportive relationship, where we could expand our virtual museum with the tremendous historic data that Rayonier now has inherited. Given our concentration on “history” we will be in a great position to direct tourists to other important historic sites such as Irondale, Port Townsend and Quilcene. Collaboration can be informal as well. Board members are involved in various organizations throughout Jefferson County, to include the Worthington House, Jefferson County Parks and Recreation, and the Quilcene Museum. Informal communications can lead to some tremendous opportunities regarding tourism expansion because of the passing of pertinent information from one organization to another. 4. How will you measure the effectiveness of your promotion, facility, event or activity? Also, describe how you will document and report to the County the economic impact from your event/facility. (State law requires the County to report annually to the State Department of Community Development and Economic Trade about the number of lodging stays and economic benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.): Once our community center can be occupied (in accordance with the regulations of Jefferson County) we will be keeping records of visitors to the facility to include where they come from and how long they plan to stay in the community. We won’t have past comparison statistics to use as we are essentially a “new” facility. However we can certainly measure changes in our attendance to both the success of our social media as well as the introduction of new events and programs in our implementation of our program. We will coordinate with the local lodging establishments to survey whether their visitors are also visiting our community center (and vice versa). Offering surveys to visitors, both hard copy and digital to determine improvements to our program as well as experiences these visitors have had elsewhere in the county will greatly assist us in increasing the experience to the public. Coordination with the different lodging and dining establishments within the Port Ludlow support area will assist in determining what mutual tourism support we provide each other. We will coordinate with the Tourism Coordination Council of the Olympic Peninsula to provide whatever data may assist their requirements for reporting, or work in coordination with PLA on submission requirements. 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? a.) Actual or estimated number of tourists at your event/facility last year (2021): None b.) Estimated number of tourists who will attend your event/facility this year (2022): None expected as we will still be completing restoration. 8 c.) Projected economic impact in Jefferson County from your event/facility (e.g. number of tourists who will stay overnight in Jefferson County-based lodging establishments; economic impact for Jefferson County restaurants, community facilities, amenities, events, and businesses). We will be charging entry for access to the virtual museum. Initially the amounts will be low, but over tune, we expect to provide a much more robust experience. The more interesting the experience, the more chance there will be that tourists will remain in the area to participate in other opportunities such as visiting the various trail networks in Port Ludlow and Chimacum (Gibbs Lake and Beausite County Parks), the kayak services in Port Ludlow harbor, and other local activities. With the close proximity of the intersection of 104 and 19 and Gateway Visitors Center, a short visit to Swansonville Virtual Museum may be expanded to visit Port Ludlow Falls, the trails and ultimately to stay overnight in local lodging facilities, as well as to use the local dining in Chimacum and Port Ludlow. We can provide the initial tourist point to visit which could then expand to spending more time for a larger experience. 6. Describe your organization’s area of expertise. Do you provide a unique service? FOS does provide a unique service to this part of Jefferson County. We are the only National Historic Site in the Port Ludlow area, with access to other unique areas of the community. Port Ludlow has a walking trail that highlights the operations and infrastructure of industrial Port Ludlow and accesses one of the premier waterfalls of the Olympic Peninsula. Swansonville church is also part of this trail. While providing a tourist stop, we also provide a gathering place for local residents. Covid 19 has proven the need for a community facility such as the community center to provide information and assistance to the local community during these types of emergencies. Providing a local assembly area that is safe during earthquakes (and the ancillary disruptions) is extremely important to the Port Ludlow community. Given our location, we are the first stop for tourists traveling to the Olympic Peninsula. We will be coordinating closely with Gateway Visitors Center to ensure we are an essential stop for travelers interested in the history of Jefferson County. Our facility does not duplicate the experiences of Jefferson County Historical Society or Quilcene Museum (and the Worthington House) but will hopefully augment it, providing just one of a multitude of tremendous historical capabilities provided in our county. We will also provide information on other important historic sites such as Port Hadlock, Chimacum, and Irondale. Perhaps our expertise is also represented by a very well-experienced Board of Directors, led by two innovated and experienced officers in Terra Coyan and Jessie Michaels who are also working full time in the county. Other volunteers are descendants of the Swanson family, members of Port Ludlow’s Master Planned Resort, with experience in engineering, social media, and strategic planning. The resource (Swansonville Church) as the locus of the Swansonville community, with 19th-century residences of the early pioneers, a 1900 era farm, and the Forrest Hill cemetery are just some of the structures in this community that was so important to the nurturing of early Port Ludlow. While the Master Planned Resort provides residence support to a retired population, mostly from outside of Jefferson County, Swansonville Church (and future community center) will provide the grounding to the entire community with connections to the past, pioneers, and the indigenous people. Because of Swansonville, the past of Port Ludlow has been saved and is part of a living history experience that also resonates with tourists from all around. 9 Section 3 - Proposed 2022 promotion, facility, event or activity budget for “Swansonville Church Restoration” Bill of Materials Reinforce External Walls Swansonville Church Material Dimension Amount Cost ea Total Cost Plywood, 1/2 inch 4x8 85 65.58 5574.3 Lowes 2x4 stud reinf 2x4x10 20 5.74 114.8 Lowes Typar House wrap 900sf 9x100 229.7 689.1 HD Typar tape 3"x55ft 2 22.47 44.94 HD Insulation wool 1 bag 120sf 21 200 4200 Havelock wool 8P Nails 300 HD Dutch clapbrd 1500sf 5,000 fixr.com XPS Foam Ins Brd 4x8x1" 78 13.68 1,067 Lowes 2x6x8 choice df 2x6x8 18 9.08 163 Lowes Hurricane Simpson clips roof 5 2/7 18 ga 90 1.08 97 Lowes 6 mil CLR Visqueen plastic 20x100 1 139.98 139.98 Lowes Total Materials 17390.8 Racking (leveling/plumb) 5000 Monroe Contingency 10% 2239.08 Total 24629.88 Taxes 9% 2216.689 Net Total 26846.57 Bill of Materials for Roof Replacement of Swansonville Church Material Dimension Amount Cost Ea. Total Cost Cedar Shingles 25sf/bndl 92 78.98 7266.16 Lowes Fire Retardant Treat. 625sf/5gal 4 245 980 30 lb Felt 36"x72' 14 21.98 307.72 Lowes Nails 300 Lowes Total 8853.88 Labor manhours 100 100 10000 Total 18853.88 Contingency 10% 20739.27 Tax at 9% 22605.8 Total requested amount: $26,846.57 + $22,605.80 = $49,452.37 This grant request will be matched with in-house labor from volunteers to remove the clapboards, and install new walls and insulation. We anticipate in-kind support for a company to “rack” the house (make it plumb and level) once it is set down and secured to 10 the new foundation. We have budgeted $5000 for labor expenses for this process. All planning and contract coordination as well as development of the plan and specs are being done in-house. This project will not only provide the walls with earthquake resistant stability, but also act to secure the three individual sections of the church into one structure. Installing hurricane clips to secure the roof to the walls will additionally provide more stability and stress resistance to the church. 11 Section 3 – 2021 budget and year-to-date income and expense statement(s): “Swansonville Church Restoration” FOS Financial and JCHS Financial Support Documents 12 13 14 15 16 17 18 19 Friends of Swansonville Board of Directors (Current) Name Email Phone Address Title Committee(s) Don Forbes jbritt.dforbes@me.com 206.388.8787 161 Montgomery Lane, Port Ludlow Treasurer Financial/Construction/Strategic Planning Gayle Moug gmoug@hotmail.com 360.301.4808 130 Werner Rd Port Ludlow Board Member Fundraising Jake Thomas JakeFOS@gmail.com 360.786.9799 32 Leighbrook Lane Port Ludlow Board Member National Registry Tim Rensema trrens1974@gmail.com 360.344.8000 190 Drew Lane, Port Ludlow, WA 98365 Board Member Grants Kendra Hermanson dkhermanson@gmail.com 360.204.1983 P.O Box 281 Chimacum WA Board Member History Terra Coyan friendsofswansonville@gmail.com 360.774.2794 321 Werner Road, Port Ludlow President Founder/History/Construction Jessie Michaels jessiemFOS@gmail.com 206.351.8445 182 Werner Road, Port Ludlow VP, Secretary Founder/Financial/Fundraising 20 Friends of Swansonville – “Swansonville Church Restoration” Public Media Information Swansonville Community Center— We need your help! by Tim Rensema, Contributing Writer As many of you may have read in different articles in the Voice, the Swansonville Church is being restored by the Friends of Swansonville. That means that the only surviving public structure from old Port Ludlow, after over thirty years of abandonment to time and seismic activity, will be restored as a community center. Unfortunately, there is only so much dedicated volunteers and pro bono help can do. We are at a point where we require funds to replace the old post and pier foundation (see picture) with a wood foundation and continuous concrete footing. The leaning tower of Port Ludlow (the bell tower) cannot be stabilized until the building foundation is replaced. Through matching grants and some small grants, we may be able to replace the foundation. However, it will take a minimum of $50,000 to accomplish this. For a totally volunteer force, this is no mean task. However, one thing we have is energy and attitude. Our co-presidents, Terra Coyan and Jessie Michaels, will not give up. We have accomplished a lot in the little over a year we have been functional to include: (1) acquiring the deed to the church, (2) gaining National Historic Site status from the U.S. National Park Service (3) fiscal sponsorship by way of Jefferson County Historical Society. These are phenomenal accomplishments, but now we need to concentrate on funding. If you are interested in history and you have adopted Port Ludlow and its community way of life, then please contribute what you can to Friends of Swansonville, 11 Werner Road, Port Ludlow, or by visiting their website at friendsofswansonville.com. Let’s raise the funds and raise the building! Features & Stories Submit your articles by email to editor@plvoice.org no later than the 8th of the preceding month. Information and guidelines for submitting your stories or poems are found on the Voice website, plvoice.org/breaking–news–2/guidelines–to–submit. Support to the team in the form of a donation can be made online at llswa.org/site/TR/LLSWA/ llswaFF?team_id=71537&pg=team&fr_id=1690 A long web address, but it will take you directly to the Port Ludlow Fire and Rescue donation page. All support to this cause to beat blood cancer is greatly appreciated. Swansonville Community Church. Submitted photo Port Ludlow Voice April 2021 21 Friends of Swansonville “Swansonville Church Restoration” Article in the “Leader” on Sep 15, 2021 Regarding Receipt of “Third Places Grant”