for the Fort Monroe Authority Board of Trustees Meeting Bay Breeze Conference Center May 23, 2013 Operations Report VDOT Urban Maintenance Projects In January 2013 the City of Hampton and FMA signed a Memorandum of Understanding concerning the Urban Maintenance funds for eligible street systems at Fort Monroe. In April 2013 the Hampton City Council passed a resolution authorizing the transfer of approximately $352,000 per year to the Fort Monroe Authority for eligible road maintenance projects. The FMA with cooperation from Veolia, Kimley Horn and the City of Hampton Traffic Engineering Division has developed a list of projects to be funded by the Urban Maintenance Funds. Some of the projects to be completed are: (1) Repair or replacement of regulatory signs to comply with the Manual on Uniform Traffic Control Devices; (2) Re-striping of major street markings including stop bars and some cross walks to improve visibility and traffic flow; (3) Repair of ADA ramps, sidewalks and curbing that were rated as poor in the 2010 condition assessment report; (4) Bridge repairs to the four moat bridges indentified on the bi-annual inspection report; (5) Pothole repair and crack sealing to extend the life of streets systems; and (6) Installation of new 6 gold-on-black street signs to improve readability while maintaining the historic military color scheme. The FMA expects that these projects will commence by May 31 st. Most of the projects should be substantially completed by June 30 th. FMA/Army Transition Planning Members of the Fort Monroe Authority, OPCRES and Veolia have been meeting weekly with the Army Caretaker and Red Cedar (the Army s base operations contractor) to plan for and facilitate the transfer of buildings and properties on May 28 th. Critical tasks have been identified and teams tasked to identify critical sub-tasks and timelines related to their specific area. The list of critical tasks are: (1) Transfer Buildings including keys/cores, equipment manuals, system operation details, etc. [FMA Leads: Joe DosReis, Jae Roe (OPCRES)]
Page 2 (2) Transfer Historic Information including maintenance records, inspection protocols, etc. [FMA Leads: Josh Gillespie/Gary Miller] (3) Utilities including permits, agency notification, account transfer, invoicing/billing, etc. [FMA Leads: John Hutcheson/Sean Fisher (Veolia)] (4) Permitting Processes including dig permits, cultural and environmental resource management [FMA Leads: Josh Gillespie/Gary Miller] (5) Cultural Resources including Section 106 compliance and project review [FMA Leads: Josh Gillespie/Gary Miller] (6) Security including protocol for cooperation and agency points of contacts [FMA Lead: John Hutcheson] (7) Grounds Maintenance including maintenance areas, scope of maintenance, etc. [FMA Leads: Joe DosReis/Jae Roe (OPCRES)] Other than permit-related issues in the utility area, the FMA expects to be ready to take responsibility for the 81 additional structures and associated land area to be transferred to the Commonwealth on May 28 th. Security Patrols After Reversionary Transfer When the 312.75 acre parcel transfers to the Commonwealth on May 28 th the Army Caretaker contractor will cease their security patrols on Commonwealth property. The FMA Staff believes that security patrols to supplement the Hampton Police Division patrols, at least in the early stages, are critical to maintain the security of the residents, tenants and historic buildings. The RFP closed on Monday, May 13 th and FMA received 12 bids. The FMA also met with the Hampton Police Division to evaluate using extra duty police officers in lieu of a third-party security patrol. The FMA expects to contract for supplemental security patrol(s) on or about May 28 th. Mill Creek Dock and Accessible Boat Launch The Fort Monroe Authority (FMA) has applied for a Chesapeake Bay Financial Assistance Award as part of the Captain John Smith Watertrails program. The FMA has received notice from the NPS Northeast Regional Office that our application has been selected for funding. The first phase of the two-phase project will replace the former wooden floating dock with a handicap-accessible aluminum ramp and composite floating dock with a launch and recovery ramp. The first phase also requests funding for the design of improvements to provide access to the sandy beach adjacent to the pier and the parking lot across the street from the pier and launch. Funding for the phase two projects will be requested once the design projects are complete. The FMA is attempting to complete the installation of the new dock and launch by June 15 th so the YMCA day campers will be able to enjoy canoeing and kayaking at Camp Fort Monroe this year.
Page 3 Public Works Activities - Veolia Since the last Board meeting Veolia has continued to provide public works functions in support of the Army Caretaker activities and the FMA s residential and commercial leasing activities. Some notable activities since the last Board meeting are: (1) Completed inspection and cleaning of wastewater laterals to all occupied residential units; (2) Provided logistic support for the CBS Television Studios pilot filming; (3) Finalized and submitted permit application for Public Drinking Water Operation Permit to Virginia Department of Health; (4) Provided design and logistic support to the Fort Monroe Authority on the VDOTfunded road and right of way maintenance projects; and (5) Provided logistic support for special event activities at Fort Monroe including the May 4 th beach cleaning event. Maintenance Reserve Projects The Fort Monroe Authority continues to work with Ballou Justice Upton Architects and Clark Nexsen Engineers on the design work for the maintenance-reserve funded capital projects to utilize the $4 million in maintenance reserve money that has been allocated to the FMA through the state budgets for FY12 and FY13. The initial list of projects includes: (1) replacement of fire hydrants to conform to standard thread sizes used by the Hampton Fire Department ; (2) installation of elevated tankless water heaters and relocation of electrical outlets in residential basements/boiler rooms that are prone to flooding; (3) installation of backflow preventers on sump pumps, and the rerouting of sump discharge lines to the stormwater system in residential units to prevent the potential for overflow of sump discharge into residential units; (4) installation of SCADA (supervisory control and data acquisition) wireless remote industrial control systems that monitor equipment operations in sanitary sewer lift stations to report any operating faults and/or alarms as required by the state law; and (5) repair of damaged roofing and railings and deteriorated mortar on residential and commercial buildings. The Authority expects that some of these projects will be ready for construction in early FY14.
Page 4 Real Estate Activity Report With the impending property reversion, the Real Estate Department is undergoing significant changes. We are ramping up our commercial operations to handle the sudden influx of 81 commercial buildings that will come under Commonwealth control on May 28, 2013. While preparations are being made for the new commercial buildings, we continue to see success with residential leasing and we have extended an offer of employment to a residential maintenance supervisor. He is scheduled to begin his employment with the FMA on June 3, 2013. This addition is critical to maintaining the high maintenance standards and tenant satisfaction that have become the norm at Fort Monroe. Residential leasing continues to steadily improve. We currently have 132 homes occupied, an increase of 10 homes leased since the last Board meeting, and we are on pace to have 160 homes leased by the end of the calendar year. This would put us at 97% occupancy as the remaining 11 units require significant capital investment to bring them to a leasable condition. A residential inventory evaluation continues, and when complete, it will provide specific repair requirements needed to improve the remaining homes as well as the estimated cost to undertake those repairs. The new maintenance supervisor will play a key role in scoping the full extent of the necessary repairs. In March of 2013 the FMA received a copy of a nearly 5,000 page Lead Based Paint Assessment report conducted by the Army. We have reviewed the contents in conjunction with the Office of the Attorney General and our environmental contractor, AH Environmental. The assessment report revealed that most of the residential dwelling units on Fort Monroe contain lead based paint dust on horizontal surfaces, which is likely a result of friction on surfaces that contain lead based paint. Immediate action is necessary to rid the dwelling units of the lead dust, thereby avoiding further lead contamination risk to our tenants. All of the residents were assigned a priority level based on the level of lead dust present in their unit and their membership in a vulnerable group as defined by the EPA, specifically, children under 6 years of age and women of child bearing age. Notification letters were hand delivered to the residents on April 22, 2013, advising the residents of the level of lead dust detected in their unit and providing them with a single point of contact to address any of their questions regarding the lead based paint situation. Our chosen point of contact is the Director of Real Estate, Joe DosReis. Joe is currently fielding phone calls from concerned residents, passing along information on the clean-up plan and disseminating EPA lead based paint information pamphlets. Based on our collective review of the report, we have set in motion a plan to notify our residents of the extent of the lead dust in their units, which has been completed, and we are drafting an Operational Maintenance Plan ( O&M Plan ) to address the lead dust. The O&M Plan will consist of a systematic cleaning of the impacted units by a certified lead cleaning contractor and re-testing the units to insure they are free of lead dust and to establish a baseline that will guide future cleaning efforts. We will also incorporate lead dust testing into our quarterly preventative maintenance routine in an effort to insure the units remain free of lead dust contamination and to determine the rate at which the lead dust builds up to a point in excess of EPA clearance levels. We anticipate commencement of the unit cleaning program to begin around the end of May.
Page 5 Please note that this is not a lead abatement effort. Complete abatement would require that every surface containing lead based paint be stripped bare and repainted with non-lead based paint. This work must be completed by a certified lead abatement contractor and would require a tenting of each unit in order to contain the lead particles released as a result of the abatement effort. Complete abatement is extremely expensive and thus, in all likelihood, cost prohibitive. There have been no new commercial leases signed since the last Board meeting; however we are in active negotiations with several promising tenants, all of which have resulted in a letter of intent. As these tenants would be re-locating from other peninsula locations, it would not be appropriate to disclose their identity at this point in time. If all three of these pending leases were to be executed, it would result in approximately 45,000 square feet of absorption. The Request for Proposals (RFP) for potential re-use of a number of buildings along Ingalls road in the Historic Village is on hold pending the property reversion. Once we control the property and can take stock of the assets, the RFP will be drafted and issued, likely sometime around July. As mentioned previously, the RFP will seek developers interested in converting most of the non-residential buildings along Ingalls Road into multi-family housing. Public Programs Status Report Facility Rentals for 2013 Season Gazebo at Continental Park 9 weddings 1 military retirement ceremony Picnic Shelter 5 March 15-May 15 Five rentals of Picnic Shelter 5 with an estimated attendance of 400 people. 19 picnic shelter rentals are booked for the season. Special Use Events for 2013 Season July 4 Freedom Support Center Military Appreciation Day August 9, 10, 11 Hampton Cup Regatta August 20 Project 1619 African Landing Day Upcoming Fort Monroe Events in 2013 May 25, 2013 The Contraband Decision and the Contrabands. A day of commemorative events recognizing the 152 nd anniversary of the Contraband Decision. Program begins at 10am in the Fort Monroe Theatre and includes a Ritual of Remembrance and a stage performance of Battle from Darkness to Light: Mary Peake, First Teacher of the Freed People at the Fort Monroe Theatre. There are also living history tours scheduled for 1pm, 2pm and 3pm. Program is sponsored by the Fort Monroe Authority, National Park Service, Project 1619 and the Contraband Historical Society. June 13, 20, 27; July 4,11,18,25; August 1,8,15,22 Music by the Bay Summer Concert Series August 30 Virginia Symphony Orchestra
Page 6 Casemate Museum Update Personnel The Casemate Museum is in the process of hiring a new Museum Director to guide the museum as it continues to work toward the complete transfer of the Museum from the United States Army to the Fort Monroe Authority, complete a loan of the Army s Center for Military History artifacts to the Fort Monroe Authority, and move forward in the development of an institutional plan following the standards of the American Alliance of Museums. The FMA has received 38 applications for the Director of the Casemate Museum and the selection panel for this position include: o Joseph T. Rainer, Chief, Museums and Historical Property TRADOC Military History Office o o Luci Talbott Cochran - Director of the Hampton History Museum Pam West - former Director of the Museum Resource Center for the National Capital Region, NPS Collections The FMA staff of the Casemate Museum and the Army personnel assigned to the Casemate Museum completed work on the development of a Collections Management Policy for the Museum and is submitting the policy to the Board of Trustees for adoption. The Collections Management Policy outlines the legal and ethical responsibilities of the Museum as an institution and its employees as individuals. It deals with not only collections objects, but also the overarching mission and vision of the Casemate Museum. As a government organization holding objects in the public trust, the Casemate Museum is obligated to the community it serves to care for and make those objects accessible. The Collections Management Policy must be approved by the staff who will implement it and the Trustees who are responsible for the overall governance of the Casemate Museum. Work has been completed on an annual housekeeping plan for the Casemate Museum and implementation has begun. Education and Volunteers The Casemate Museum s Volunteers have a new opportunity to serve as greeters to the Casemate Museum. Greeters serve primarily to welcome our visitors and orient them to the museum and Fort Monroe. A recruitment session was held on May 4, 2013 at the museum. FMA Staff and Volunteer Docents at the Casemate Museum provided tours for over 1000 Hampton City School District 10 th and 12 th grade Government students. The Living History program at the Casemate Museum commenced again for the season. The program focuses on the military life of the NY 99 th regiment at Fort Monroe during the Civil War. Volunteers served a total of 156 hours from March 2012 April 2013
Page 7 Operations Casemate Archway Water Divergent Repairs and Replacement The Water Divergent Shield in the archway at the entrance to the restrooms was replaced. The new shield is portable and does not hang from the arch, but has adjustable legs allowing for the device to be moved for cleaning and maintenance. An additional shield will be placed in the archway between the museum theatre and the Chief Black Hawk exhibit. Disaster Planning and Facilities Staff at the Casemate Museum attended a disaster planning workshop sponsored by the Virginia Association of Museums. Hours of Operation Change The Museum is now closed on Mondays, except for Memorial Day and Labor Day Casemate Museum Visitation Attendance (including tours) March:1,998 April:4,618 through May, 14: 1,316 Museum Guided Tours March 2012 April 2013 March 201 32 Tours April 2013 71 Tours Museum Events March 2012 April 2013 March 27, 2013 Military History Cinema Night April 24, 2013 Military History Night April 27, 2013 Civil War Living History Demonstration, NY 99 th Upcoming Museum Events June 15 Civil War Living History Demonstration, NY 99th. May 29, June 26, July 31, August 28 Military History Cinema Night Communications Report Media clips since the last Board meeting are attached. Historic Preservation Report The Heritage Assets Department is transitioning from coordination with the US Army Fort Monroe caretaker to FMA review and compliance programs consistent with the PA and MOU requirements. Along with the necessary training for key personnel and education to general audiences on the preservation objectives and standards, individual reviews will be an ongoing administrative activity coordinated with Operations and Real Estate. The current screening and review process has been refined since beginning management of historic properties under lease from the Army in Summer 2012. To date, the program has succeeded in avoiding any adverse effects to historic properties and has documented vital historic records needed to plan and design ongoing repairs and maintenance.
Page 8 We undertake many specialized researches, on-site consultations, and project-specific guidance. Proactive measures taken to identify and assess property conditions include: Specific Assessments for Buildings 83, 100, 141, 142 using DGS Maintenance Reserve funding underway Thermal Imagery collection for all historic buildings, for early detection of water infiltration and increased energy efficiency underway General Assessments of roof systems for all historic buildings, to set baseline conditions from year one pending Historic Structures Report (HSR) for the masonry fortifications pending The department continues developing foundational documents and securing regulatory permits. Governing Documents Design Standards pending The Board previously authorized forwarding the final draft of the Historic Preservation Manual and Design Standards to the State Historic Preservation Office (SHPO)/Virginia Department of Historic Resources (DHR) and the National Park Service (NPS). The final draft was transmitted last summer. The department will be discussing a summary of all revisions included in the final draft with those agencies. Based on conversations to date, the materials in Section 3 Design Standards for New Construction are subject to the greatest review. Sections 1, 2 and 4 are considered tentatively accepted, with only minor revisions expected. This last step is required before final acceptance by those agencies. Preservation Easements (Army model) pending Model easements for future property sales are pending drafts from the Army. This applies to historic properties located in the non-reversionary tracts. Environmental Programs/Management Permit applications were developed and submitted for reviews are pending: 1. Water Works permit pending VDEH approval and property conveyance 2. MS4 (storm water) permit pending VDCR approval and property conveyance 3. Water Resources Development Act (WRDA) pending USACE funding FMA Operations and Property Management The HPO is a resource to prioritize the protection, preservation and enhancement of the Landmark district in the following programs: 1. Capital Improvements Plan (CIP) 2. VDOT Urban Maintenance program funds, especially for character-defining features like street signs 3. General Assembly-appropriated funds over two fiscal years for Maintenance Reserve 4. Cooperative management with NPS of cultural and natural resources within areas of the future park ownership or easement interests
Page 9 Internal Review of Maintenance and Alterations (ongoing) Standards implemented through a project screening process apply the Fort Monroe Historic Preservation Manual (Part 1 of the Design Standards) in ongoing reviews. Notable projects reviewed in the reporting period: 1. Building 102 repair original rusted galvanized iron cornice (exterior) 2. Programmatically, the Maintenance Reserve projects for 83, 100 and 141/142 Unexpected Discoveries The FMA continues discovering unexpected historic materials. Historic properties unexpectedly discovered merit documentation. Some may be significant and potentially contribute the Landmark district. All discoveries are reported following procedures in the PA and MOU to inform future decisions. The status of recent unexpected discoveries: Archaeological site of gun mounts near the former Water Battery and the glacis The Army prepared an archeological site boundary assessment and recommended treatment plan for the known artifacts and potential archaeological deposits. Following concurrence with the conclusion that this site may contribute to the NHL district, SHPO and the ACHP approved the reburial of the uncovered objects. This took place over two weeks in April. Provisions for the site s long-term protection will be discussed May 23 among the parties involved: Army, SHPO, ACHP, FMA, NPS.