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HomeMy WebLinkAbout04122006 CRA Agenda . HOME OF PELICAN ISLAND COMMUNITY REDEVELOPMENT AGENCY (eRA) (CITY COUNCIL) AGENDA MEETING WEDNESDAY, APRIL 12, 2006 - 5:30 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVAL OF MINUTES -10/26/05 . 5. NEW BUSINESS A. Main Street & Indian River Drive Improvement Project (City Manager Transmittal) B. Facade, Sign & Landscape Grant Application (Growth Management Transmittal, Grant Information and Application) 6. ADJOURN ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH RESPECT TO ANY MA ITER CONSIDERED AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A VERBA TIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (286.0105 F.S.) IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. . . . . QlYOf HOME OF PEUCAN ISlAND eRA AGENDA TRANSMITTAL Subject: eRA - Main Street/Indian River Drive Proposals Department Origin: City Manaaer eity Attorney: Finance: ~ eity elerk:' Date Submitted: For Agenda of: Exhibits: To be delivered under separate cover. EXPENDITURE REQUIRED: Note as this Time AMOUNT BUDGETED: $0 (CRA Funding Available) APPROPRIATION REQUIRED: None at this time. SUMMARY At the CRA meeting of October 26, 2005 you authorized me to engage the engineering services of Neel-Schaeffer, Inc. in an amount of approximately $4,850. The purpose of this expenditure was to begin compiling design schematics that would improve the aesthetic qualities of the Indian River Drive/Main Street intersection. This project was brought to your attention because of its ability to complement the goals of the CRA by (1) improving parking in the district; (2) addressing traffic flow around the Main Street boat ramp; (3) promoting the enhancement of the riverfront; (4) increasing landscaping improvements; and, (5) creating a more "down-town" theme in the community. Note, all these themes have been identified as CRA goals. As the feasibility study progressed two concepts have emerged. One concept is to improve the intersection by creating a boat launch "by-pass" lane and making landscape improvements. Another proposal suggests the elimination of the Main Street boat ramp altogether. Should this concept be implemented, a proposal would never come from staff unless other means were implemented to replace the loss of community boat ramps. Hence, this proposal examines the possibility of closing the Main Street boat ramp, changing the traffic flow, adding landscape, improving/expanding boating facilities at the Yacht Club boat ramp; and, addressing the parking problems in the Riverview Park "Cavcorp" parking lot. At the CRA meeting, Peter Jones (Neel-Schaeffer) will be present to provide detailed schematic of the two concepts. Please remember these are concepts only and any modification you wish can be made. Mr. Jones will also present some preliminary budget projections. At a very early stage, project estimates range from $1.5 - $2 million. These figures are dependent on landscaping investments and the amount of asphalUsurface covering decisions. RECOMMENDED ACTION . No financial action is required at this time. Staff seeks approval to formally designate the proposal as a project and proceed. This action will require a commitment to the project. Although at anytime up until an award is given to an engineering firm, no additional cost will be required. Should the CRA approve the concept, the next step will involve a formal Request for Qualifications (RFQ) process to select a qualified engineering firm to design the project. During this phase, public workshop sessions will be held to seek input on design concepts. Upon completion of workshops and design phases, the project would move into bidding and construction phases. Again, the CRA would have opportunity to review and approve any further expenditure. While no financial obligation is required yet, if you approve the project, a commitment will be needed to hire a design firm. The FY 05-06 CRA budget allocates $192,000 for landscaping and Riverview Parking improvements. These funds can be used for that purpose. In addition, approximately $130,000 is currently unallocated and the project's price tag is one that can be easily accomplished with the current expenses and revenue streams. Since project construction would probably occur next fiscal year, moneys will continue to accumulate, making this project financially feasible. If you approve going forward, below is a very tentative project time-line. Should you not consider moving forward, no further time or expense will be spent on this proposal. To date, only $4,850 has been spent on this project during initial feasibility studies. ITEM ESTIMATED COMPLETION DATE . Feasibility Study Expenditure Approve Feasibility Report By to CRA Preparation of Design RFQ RFQ Bid Processing Award of Design Contract Design Time w/ Public Workshops Project Bidding Project Construction Project Completion October 26, 2005 April 12, 2006 May 30, 2006 June 30, 2006 July 14, 2006 December 2006 January 2007 February 2007 August 2007 . . . . HOME OF PEUCAN ISLAND eRA AGENDA TRANSMITTAL Subject: eRA - Fac;ade, Sign & Landscape Grant Application Department Origin. eity Attorney: eity elerk: Date Submitted: For Agenda of: Exhibits: Fac;ade, Sign and Landscaping Grant EXPENDITURE REQUIRED: NIA AMOUNT BUDGETED: NIA APPROPRIATION REQUIRED: NIA SUMMARY During the FY 05-06 budget process the Council, in their CRA capacity, approved $30,000 for the creation of a fagade, sign and landscaping grant. The premise of the program is to help business, in the CRA District, to improve the aesthetics of their properties and buildings. Since the creation of the annual budget, staff and the Chamber of Commerce have completed a draft program, which is now ready for your approval. Growth Management Director Rebecca Grohall has significant experience in this endeavor and has created/implemented this type of program in her previous communities. Rebecca had outstanding insight and was able to greatly assist in putting together the enclosed program pamphlet. In short, the program will match up to $15,000 for specific improvements. Eligible project applicants are businesses located in the CRA district that are (1) licensed through the City's Occupational Licensing Division; (2) performing permitted/conforming uses; (3) current with all property taxes; and, (4) not possessing outstanding code enforcement issues. Matching funds to applicants are slated for a 2 to 1 ratio. In other words, if a business owner contributes $1,000 they can receive $500 from the CRA. However, caps of $5,000 for landscaping/signage grants and $15,000 for landscaping/signage/facades grants are established. To award such grants, staff will establish a review committee which will ultimately make recommendation to the CRA. Then in their CRA capacity, the City Council will review, approve, and award all grants. If approved by Council, the program will be ready to start immediately and the first submittal deadline can be scheduled for June 1 st. It is anticipated that 2-3 projects could be approved this year. RECOMMENDED ACTION Approve Sebastian CRA Fa~ade, Sign and Landscaping Grant proposal. OIY OF . HOME OF PELICAN ISLAND nnAJ;T "Wli~ 1 . Fa~ade Sign and Landscaping Grant Information & Application Fiscal Year 2005-06 Sebastian Community Redevelopment Agency in partnership with Sebastian River Area Chamber of Commerce . FACADE SIGNAGE AND LANDSCAPING GRANT Purpose: The Sebastian CRA Fac;ade, Signage and Landscaping Improvement Grant Program . (FSL Grant Program) is a program designed to encourage visible, exterior improvements to any existing building (residential or commercial) and to encourage private investment within the Sebastian Community Redevelopment Area. The program provides up to $ 15,000 of public funds per building to match private funds to pay for the design and completion of fac;ade improvements with the Sebastian CRA. Funds are appropriated annually in the CRA budget, and funding is available on a first come first serve basis. The program is subject to the availability of budgeted funds in the CRA budget. The purpose of the FSL Grant Program is to provide grant funding to encourage improvements to any existing building (residential or commercial) and to encourage. private investment to improve the appearance and functionality of buildings in the Sebastian Community Redevelopment Area (map attached). The program is funded annually in the CRA budget, and program funding is available on a first-come first-serve basis, and the funding of any application is contingent upon available program funding. Facade, siQnaQe and landscapinQ (FSL) Qrants must support the Qoals of the Overlav District for the eRA area. Applicants are also encouraged to consider the design guidelines specified in the overlay district to achieve the "Old Florida Fishing Village" theme. Applicants are reminded that grant awards made are discretionary in nature and should not be considered an entitlement by the applicant. All grant criteria contained herein are . Quidelines for awards and successful applicants may receive any amount up to the maximum award. Should an application meet all grant criteria, a grant mayor may not be awarded at the Committee's discretion due to funding limitations, competing applications, andlor competing priorities. Eligibility Requirements: The FSL program is available to businesses and/or building owners that are located within the CRA district of the City of Sebastian. Businesses must be properly licensed through the City's Occupational Licensing Division and applicants must be a permiited/conforming use within the CWR Zoning District. Applications will not be accepted from property owners (and tenants of property owners) who are delinquent on their property taxes. Applicants must not have any outstanding code violations or code liens. Additionally, applicants must be current with their occupational licensing requirements. Eligible Improvements: The FSL Grant Program shall provide matching funds for the exterior (street side) improvements which are consistent with and further the implementation of the Urban Code, CRA Redevelopment Plan and City Comprehensive Plan. Funds may be used for the following types of improvements: . Page 1 DRAFT . . . FACADE SIGNAGE AND LANDSCAPING GRANT . Replacement of windows and doors; . Exterior painting or siding (as part of an overall improvement program); . Exterior signage to remove non-conforming signs and replace with monument style signs; . Landscaping (as part of an overall improvement program); . Exterior architectural amenities (e.g., addition or improvement of balconies, porches, or arcades); . Awnings and shutters; . Other exterior (street-side) fagade improvements (considered by the CRA on a case-by-case basis); . Architectural, engineering or landscape architectural services to design improvements to be funded through this program (maximum of 10% of total improvements) ; *NOTE: All architectural designs, materials and colors must be consistent with the historic and architectural heritage of the Sebastian Community Redevelopment Area. Non-eligible Improvements: This FSL Grant Program is not applicable in any instance where an applicant proposes to convert residentially used space to a non-residential use or where an applicant proposes to reduce the number of units on the property. If residential units exist on the property, the number of residential units shall be retained not less than ten years. In theses instances, a lien shall exist against the property for the value of the grant, and the property owner shall be responsible for repayment of the entire grant if any residential units cease to exist during the ten-year period. Additionally, the FSL grant cannot be used to fund interior renovations or roof repair. Available Funding and Matching Requirement: A maximum of $30,000 amount will be allocated from the City's CRA funds for this program. It is anticipated that 2-3 projects per year will receive funding. For signage and landscaping improvements, up to $5,000 shall be available for an individual property on a two - to - one basis (e.g., a grant for $ 500 shall require a $1,000 match from the property owner). For exterior fagade improvements (including signage and landscaping) up to $15,000 shall be available for an individual property on a two - to - one basis (e.g., a grant for $15,000 shall require a $30,000 match from the property owner). Application Process and Deadline: Applications will be accepted on a first come, first served basis. First round application deadline of June 1, 2006. (1) The applicant receives a FSL Grant Program Application form from City Hall, the City's website or the office of the Sebastian River Area Chamber of Commerce, 700 Page 2 DRAFT FACADE SIGNAGE AND LANDSCAPING GRANT Main St., Sebastian, Florida, and participates in a pre-application meeting with Chamber staff and a representative from the City of Sebastian Growth Management Department. . (2) The applicant completes the application and submits it to the City for review of completeness in forms and consistency with the CRA Redevelopment Plan, the Land Development Code, and any other applicable plans. The application package includes the following: a. completed application b. proof of ownership of the property c. proof of paid property taxes (current and prior years) d. copy of occupationallicense(s) (current) c. copies of three (3) cost estimates for the work to be completed d. photos of areas to be improved e. $25 application fee made payable to the City of Sebastian The applicant is responsible for all building and other permits and fees which are associated with the proposed project. . Applicants are advised to submit a complete application and all supporting materials per the instructions in this packet; the committee will not review incomplete applications. (3) The review committee reviews the application according to the program selection . criteria and forwards a recommendation to the CRA to approve, approve with modifications, or deny the application and funding amount. The Committee will be comprised of Growth Management Staff, the City Manager and a representative from the Sebastian River Area Chamber of Commerce based upon a competitive review of all applications submitted for the cycle, utilizing the program selection criteria. (4) The CRA (City Council) considerations the recommendations of the CRA Advisory Committee, and either approves the grant or denies it. If denied, the applicant may reapply in the next funding cycle. (5) The applicant and the CRA shall enter into a contract to specify the obligation of the applicant for grant reimbursement. The contract may be recorded in the public records of the City of Sebastian, Florida. Prior lien holders may be required to subrogate their lien interests as a condition of the grant. . Please note that applications must be reviewed and approved BEFORE fac;ade construction work begins. Grants will not be awarded to fayade improvement projects that are under construction or completed. (6) For approved applications, after any site or remodeling plans have been reviewed and approved by City staff, the applicant submits any applicable permit applications to . Page_ 3 DRAFT FACADE SIGNAGE AND LANDSCAPING GRANT the City for approval, and upon issuance of a permit, completes the improvements . according to City rules and regulations. The City of Sebastian is required to file informational returns (Form 1099-G) for individuals and entities receiving grants from the City. This information is confidential and will only be used for informational return reporting purposes. Grant recipients must sign and return a Substitute W9 form to the Partnership before funds can be distributed. (7) For the duration of the improvements, the applicant shall post a sign which indicates the project has received a FSL Improvement Grant and relevant program information. (8) Upon completion of the improvements, final inspection and approval by the City, and issuance of a certificate of occupancy (if applicable), the applicant submits a "reimbursement package" to the City which includes the following: a. completed reimbursement form (provided by the City) b. copies of applicable invoices or receipts; c. proof of payment for improvements (which must be at least as much as the amount indicated in the application); and d. photos of improvements (before and after). . Applicants will receive grant funding after the proiect is completed and all associated costs have been paid. Upon completion of approved work, in order to receive grant payment, the applicant must submit documentation of work completed and proof of payment to the City of Sebastian. It is the responsibility of the award recipient to maintain proper documentation of funds expended in the course of completing the fayade improvement project. Release of funds is subject to submission of this documentation to the City of Sebastian by the award recipient. The fayade improvement project must be completed essentially as presented to the Committee in order to receive payment. . Acceptable documentation is defined as PAID invoiceslstatements andlor schedule of values from vendors clearly detailing the work done for the fayade project accompanied by copies of the cancelled check showing payment accompanied by a vendor invoice. (12) If the project is not completed, is not approved in its final inspection, or does not receive its certificate of occupancy (if applicable) within one year of award, the grant award shall expire. . Funded projects should be completed within 12 months from the date the grant was awarded. Additionally, Staff will require an intermediate status report after six months. . (13) If the funding is not allocated in the first round, project applications will be taken until current Fiscal Yearfunding is gone. Page 4 DRAFT FACADE SIGNAGE AND LANDSCAPING GRANT If You Have More Tttan One Project: Fayade grant applications will not be considered if the single building under the same ownership has received maximum fayade grant funds within two previous fiscal years. . Fac;ade Improvement Grant eriteria: Applications will not be accepted or reviewed from property owners (and tenants of property owners) who are delinquent on their property taxes. Applicants must not have any outstanding code violations or code liens. Additionally, applicants must be current with their occupational licensing requirements. The following selection criteria will review and rate applications for the FSL Improvement Grant Program. Criteria are derived from the goals and objective of the City's adopted Redevelopment Plan as well as the City's adopted Comprehensive Plan. Criteria are weighted with a maximum score of 100 points. (1) Quality of Site Design and Materials (Up to 25 points): Degree to which the proposed project promotes the unique character of Sebastian and promotes harmony with neighboring structures through the implementation of the Land Development Regulations, the Urban Code and the use of urban design principles, site design, architecture, materials, color, landscaping, and other visual physical amenities. (2) Streets cape Aesthetics and Functionality (Up to 25 points): Degree to which the proposed project enhances the streetscape of Sebastian, including the addition or enhancement of display windows, awnings, landscaping, handicapped accessibility and architectural amenities such as arcades, balconies and porches. . (3) Historic Preservation and Materials (Up to 15 points): Degree to which the proposed project promotes the historic character of Sebastian through historic preservation, adaptive re-use of historic structures, site design, architecture, materials, landscaping, and other visual and physical amenities. (4) Defensible (Up to 10 points): Degree to which the proposed project will promote safety, create defensible space, and employ the principles of crime prevention through environmental design. (5) Removal of Slum and Blight and Positive Impact to Neighborhood (Up to 25 points): Degree to which the proposed project upgrades or eliminates substandard structures or eliminates non-conforming uses. Disclaimer: Neither the City of Sebastian, nor the Sebastian River Area Chamber of Commerce., nor its affiliates shall be responsible for the planning, design, or construction of improvements to property that is owned by the applicant. No warranties or guarantees are expressed or implied by the description of, application for or participation in the Fayade Improvement Grant Program. The applicant is advised to consult with licensed architects, engineers, or building contractors before proceeding with final plans or construction. . Page 5 DRAFT . . . FACADE SIGNAGE AND LANDSCAPING GRANT FACADE IMPROVEMENT GRANT PROGRAM APPLleA TION 2005-06 # (For Office Use Only) 1. Project Location Address of Property to be improved: Assessor Parcel Number(s): Name of Business(es) in Project: Building Frontage Measurement of Project: 2. Applicant Information Name: Mailing Address: City: State: Zip: Phone: Email: Do you Own, Rent or Lease the subject property? *If you are not the owner, the owner will need to co-sign this application. 3. Businesses or Services Offered on Site: 4. Description of Proposed Improvements: Page 6 DRAFT FA~ADE SIGNAGE AND LANDSCAPING GRANT . 5. Please identify ways in which this project supports the Overlay District Concepts ( 6. Submittals Applications must include the following materials, if applicable, for consideration by the City: 0' Current Photo(s) of project site EZI Assessor parcel number and proof of paid property taxes 0' Applicant Information . 0' Listing of businesses or services offered on site 0' Description of proposed improvements Identification of project's support of the Overlay District 0' Current Occupational License Ell' Rendering or sketch of proposed improvements o Architectural plans - elevation drawing, dimensions, measurements, etc 0' Color and material samples Sign/Awning design drawings and/or plans Documentation of cost estimates -- copies of vendor bids, estimates, etc [~ Signature of Property Owner and Applicant Ell Applications lacking sufficient materials to describe the project will NOT be reviewed. . Page 7 DRAFT FACADE SIGNAGE AND LANDSCAPING GRANT . 7. Estimated eosts and Timing Please provide copies of three vendor bids/estimates 'or other documentation of cost estimates for all proposed fagade work. a. Window or Door Replacement $ b. Exterior paint or siding $ c. Signage $ d. Exterior Lighting $ e. Fagade/Exterior Architecturallmprov. $ f. Architectural/Design Fees $ g. Landscape/Hardscape Improvements $ h. Awnings or Shutters $ i. Building Permit/Planning Fees $ j. Other Proposed Improvements (specify) $ $ $ TOTAL ESTIMATED eOST $ Estimated DayslMonths for eompletion . 8. Signatures Signed: Signed: Property Owner(s) Signature(s) Applicant(s) Signature(s) This Section for City Use Amount Received: Date Reviewed: Recommendation to eRA: . Action by eRA: Page 8 DRAFT FACADE SIGNAGE AND LANDSCAPING GRANT . EEHffBm lEElIEtHttl6B31ffiEi ~.~ I..~~ Page 9 MAP OF CRA BOUNDARY Legend . CRA lloundary ~ . ScaIr. 1-._ Q . _ 400 100 . DRAFT