2021-093 City Hall West UpdateDate: November 5, 2021 Report No. 2021-093
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
City Hall West – Rehabilitation and Future Use of City Hall West
BACKGROUND:
In July 2017, the City engaged Architexas, to assist with the proposed renovation of the 1927 City
Hall now known as City Hall West (CHW). Architexas is a premier historic preservation firm in
the State of Texas with over 39 years of experience specializing in historic preservation,
rehabilitation, and adaptive reuse of historic structures. Architexas was charged with completing
an assessment of the facility and development of three preliminary conceptual designs including
cost analysis. The CHW Preliminary Rehabilitation Assessment Report, and conceptual designs
were presented in a work session on August 15, 2017. Accompanying the design concepts were
three proposals with cost estimates ranging from $3.8 to $5.7 million. The lowest cost option
included an exterior renovation with minor interior improvements. Upon conclusion of the work
session, Council indicated they were not interested in pursuing the lowest cost option, but
recognized funding had not yet been identified for the project to proceed with any of the presented
designs. In addition, Council directed staff establish a CHW Steering Committee charged with
identifying current City and community needs, which could be matched with the space.
The CHW Steering Committee was formally established by Resolution R2017-040 on
November 7, 2017 and amended by Resolution R2017-049 on November 14, 2017. The committee
was comprised of Council Member Duff, Council Member Hudspeth, and Council Member Ryan,
and 21 citizens. The committee met eight times between December 18, 2017 – October 15, 2018.
Additional duties of the steering committee included the review of financial options to fund the
renovation, long-term financial considerations for operation and maintenance of the facility,
whether to lease the renovated facility, and exploration of grant opportunities.
On November 13, 2018 staff presented the final recommendation from the committee to Council,
which included an adaptive restoration of the building into a multipurpose community cultural
center with space available for rentals to provide partial cost recovery. The committee also
recommended non-profit management of the facility. Staff recommended the immediate
replacement of the CHW windows to prevent the further degradation of the interior until the
facility is renovated. The consensus of Council was to proceed with minor changes, including the
replacement of the windows in FY 2019-2020, as well as consider fixed seating vs. flex seating,
Greater Denton Arts Council as a management option, and making accommodations for the old
fire engine. Funding in the amount of $368,388.13 for the window replacement was provided in
June of 2020. New window installation was reviewed by the Historic Landmark Commission and
Texas Historic Commission and subsequently completed October 20, 2020.
On February 16, 2021, during Winter Storm Uri, a fire suppression line in CHW 's attic ruptured
and flooded the subsequent floors down to the basement. An Environmental Report from 2017
identified multiple locations throughout CHW positive for asbestos. The confirmation of
Date: November 5, 2021 Report No. 2021-093
hazardous materials limited remediation actions. The water damage resulted in visible mold
growth throughout the building that requires significant material removal down to the studs and
framework to prevent further spread of hazardous materials. The City secured a contractor for
removal of all hazardous materials and liquids, which was completed in October of 2021.
On August 23, 2021, staff issued a Request for Information (RFI) to gather the level of interest
and financial commitments by for-profit and non-profit entities. The RFI Invitation was sent to
1,611 suppliers, who had 59 days to respond to eight (8) questions. Approximately 30 suppliers
viewed the RFI, but the City only received one (1) response from Hickory & Rail Ventures LLC.
DISCUSSION:
During the April 13, 2021 work session, staff was given direction to proceed with interior
demolition of CHW. In addition, Facilities Management is working through the procurement
process to create a pre-qualified architecture list, which will provide the City the ability to rank
approved firms based on the project needs and firm qualifications, reducing the procurement
timeframe for contract award. Facilities plans to bring forward for CHW architectural services
contract in December 2021. In September of 2021, Finance distributed $700,000 of Certificate of
Obligation funding for the de-construction and restoration design efforts.
The Facilities team is aware of several entities that expressed verbal interest in using the space,
however, they did not submit official responses to the RFI. Staff recommends engaging an
architectural firm and include a public outreach effort to continue establishing levels of interest
and financial commitments by for-profit and non-profit entities through the interior demolition
design phase.
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
August 15, 2017 A Work Session was held to provide CHW Renovation Options.
November 7, 2017 Resolution R2017-040 was approved creating the CHW Steering
Committee.
November 14, 2017 Resolution R2017-049 was approved modifying the CHW Steering
Committee nomination requirements.
December 18, 2017 A CHW Steering Committee meeting was held.
January 22, 2018 A CHW Steering Committee meeting was held.
March 5, 2018 A CHW Steering Committee meeting was held.
April 2, 2018 A CHW Steering Committee meeting was held.
May 21, 2018 A CHW Steering Committee meeting was held.
June 26, 2018 A Work Session was held to provide an update on the Committee process
and receive direction on member vacancies and the upcoming sunset date.
July 17, 2018 Resolution R18-1105 was approved extending the Committee’s sunset
date.
July 30, 2018 A CHW Steering Committee meeting was held.
August 27, 2018 A CHW Steering Committee meeting was held.
September 10, 2018 A public meeting was held.
October 15, 2018 A CHW Steering Committee meeting was held.
Date: November 5, 2021 Report No. 2021-093
November 2, 2018 Informal Staff Report 2018-159 was included in the Friday Staff Report.
November 13, 2018 A Work Session was held to provide CHW Renovation Options.
April 13, 2021 A Work Session was held to provide direction regarding the rehabilitation
and future use of CHW.
September 14, 2021 Ordinance 21-1851 was approved at City Council for emergency repairs to
damage sustained during Winter Storm Uri.
ATTACHMENT(S):
Hickory & Rail Ventures LLC – Executive Summary City Hall West RFI
STAFF CONTACT:
Scott Gray
Director – Airport and Facilities
Scott.Gray@cityofdenton.com