URA July 14, 2014 AgendaCITY OF WOODBURN
URBAN RENEWAL AGENCY
AGENDA
KATHRYN FIGLEY, CHAIR
TERESA ALONSO LEON, BOARD MEMBER WARD 1
LISA ELLSWORTH, BOARD MEMBER WARD II
PETER MCCALLUM, BOARD MEMBER WARD III
JAMES COX, BOARD MEMBER WARD IV
FRANK LONERGAN, BOARD MEMBER WARD V
ERIC MORRIS, BOARD MEMBER WARD VI
JULY 14, 2014 - 6:45 P.M.
CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET
CALL TO ORDER
2. ROLL CALL
3. CONSENT AGENDA
A. Urban Renewal Agency minutes of June 23, 2014
Recommended Action: Approve the minutes.
4. PUBLIC HEARINGS
None.
5. GENERAL BUSINESS
A. Resolution No. 2014-03 - A Resolution Amending the
Downtown Grant and Loan Program to Provide Large
Renovation Grants for Significant Projects within the Urban
Renewal District as Specified Herein
Recommended Action: Adopt the resolution amending the
Urban Renewal Grant and Loan Program to increase grants
from $10,000 to $50,000 for building renovation projects that
eliminate blight, promote economic development, create
jobs, provide community benefits, and beautify the
downtown.
B. Resolution No. 2014-04 - A Resolution Amending the
Downtown Grant and Loan Program Procedures and
Requirements
Recommended Action: Adopt the resolution amending the
procedures and requirements of the Urban Renewal Grant
and Loan Program to allow the Downtown Advisory Review
Subcommittee to amend approved projects, when project
costs change from original estimates.
6. PUBLIC COMMENT
7. ADJOURNMENT
July 14, 2014 Urban Renewal Agency Page i
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URBAN RENEWAL AGENCY BOARD MEETING MINUTES
JUNE 23, 2014
0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
OF MARION, STATE OF OREGON, JUNE 23, 2014
CONVENED The meeting convened at 6:45 p.m. with Chair Figley presiding.
ROLL CALL
Chair
Figley
Present
Member
Cox
Absent
Member
Lonergan
Present
Member
McCallum
Present
Member
Morris
Absent
Member
Ellsworth
Present
Member
Alonso Leon
Present
Staff Present: City Administrator Derickson, City Attorney Shields, Economic and
Development Director Hendryx, Public Works Director Scott, Community Services
Director Row, Police Captain Garrett, Communications Coordinator Horton, Finance
Analyst Head, Urban Renewal Manager Stowers, City Recorder Pierson
0:00 CONSENT AGENDA
A. Urban Renewal Agency minutes of June 9, 2014.
McCallum/Lonergan... adopt the Consent Agenda. The motion passed unanimously.
0:00 URBAN RENEWAL GRANT 2014-13 165 W. HAYES ST. (PARRA)
Urban Renewal Manager Stowers provided a staff report. McCallum/Lonergan... approve
the Urban Renewal exterior grant application from Jose Parra for up to $2,700.
0:03 URBAN RENEWAL GRANT 2014-14 320 N. PACIFIC HWY, STE 110 (BARAJAS)
Urban Renewal Manager Stowers provided a staff report. McCallum/Lonergan... approve
the exterior Urban Renewal grant applications from Timoteo Barajas for up to $900.
0:04 URBAN RENEWAL GRANT 2014-15 175 S. FRONT STREET (SUMNER)
Urban Renewal Manager Stowers provided a staff report. Lonergan/Ellsworth... approve
an exterior Urban Renewal grant application from Michael Sumner for the amount of
$1,100.
0:06 ADJOURNMENT
McCallum/Lonergan... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 6:51 p.m.
APPROVED
KATHRYN FIGLEY, CHAIR
ATTEST
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 1 — URA Board Minutes, June 23, 2014
� 1,17
4 Ili ♦ �f -,4 Item
BU
July 14, 2014
TO: Urban Renewal Agency Board
FROM: Jim Hendryx, Economic and Development Services Director
Robyn Stowers, Urban Renewal Manager
SUBJECT: $50,000 Urban Renewal Grants
RECOMMENDATION:
Adopt the resolution amending the Urban Renewal Grant and Loan Program to
increase grants from $10,000 to $50,000 for building renovation projects that
eliminate blight, promote economic development, create jobs, provide
community benefits, and beautify the downtown.
BACKGROUND:
On June 9, 2014, the Urban Renewal Agency reviewed a resolution to amend
the Urban Renewal Grant and Loan Program to provide $10,000 to $50,000
matching grants for large-scale renovation projects. The amendment included
a procedure that allowed applicants to receive credits for prior renovation
projects completed without Urban Renewal funds. The Agency directed staff to
clarify that request to receive credit must be made within a twelve month time
frame, require documentation, and to specify that credits are awarded at the
Agency's discretion.
The Urban Renewal Grant and Loan Program was adopted by the Agency in
February, 2011 to aid business and property owners with the rehabilitation and
renovation of residential and commercial properties within the district. The
program is designed to provide matching funds for exterior ($10,000) and interior
($5,000) improvements to properties located in the Urban Renewal Grant and
Loan district. The program also provides loan funds ($25,000) to further these
same improvements. The proposed amendment does not impact the original
program.
DISCUSSION:
Increasing the Urban Renewal Grant and Loan Program from $10,000 to $50,000
will allow business and properties owners located in the Downtown
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Urban Renewal Agency Board
Urban Renewal Grant and Loan Program
Development and Conservation District to go beyond basic building
maintenance to completing large renovation projects that will encourage more
investment downtown by eliminating conditions of blight, promoting economic
development, creating jobs, providing community services, and beautifying the
area. Applicants must achieve a minimum l:l leverage ratio of private
investment to public investment of urban renewal dollars.
The policies and procedures clarify requirements to receive credits on past
building renovations made without Urban Renewal funding. The amendments
include requiring renovations to have been made within twelve months of the
request, providing documentation for all improvements made, and specifying
that credits are awarded at the Agency's discretion.
FINANCIAL IMPACT:
No impact at this time.
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URBAN RENEWAL RESOLUTION NO. 2014-03
A RESOLUTION AMENDING THE DOWNTOWN GRANT AND LOAN PROGRAM TO
PROVIDE LARGE RENOVATION GRANTS FOR SIGNIFICANT PROJECTS WITHIN THE
URBAN RENEWAL DISTRICT AS SPECIFIED HEREIN
WHEREAS, the City adopted the Downtown Development Plan in
1997, which envisioned a series of improvements and actions intended to
reinvigorate Woodburn's historic downtown; and
WHEREAS, in 2001 the City created the Woodburn Urban Renewal
Agency and adopted the Urban Renewal Plan, which further recognizes the
importance of physically improving the appearance of properties within the
renewal area; and
WHEREAS, in 2010, the Downtown Development Plan Update recognized
the need to reinvigorate downtown Woodburn and recommended leveraging
urban renewal funds with private funds to create investment through a
Downtown Grant and Loan Program; and
WHEREAS, in 2011, the Woodburn Urban Renewal Agency adopted a
Urban Renewal Grant and Loan Program for a designated area in downtown
Woodburn; and
WHEREAS, in 2013, the Urban Renewal Agency Board expanded the Grant
and Loan Program to properties along Young Street and at the Young Street/
99E Highway; and
WHEREAS, the Urban Renewal Agency Board wants to further leverage
private investment in Woodburn's historic downtown by increasing funding
projects which have a significant economic impact on the downtown; NOW,
THEREFORE,
THE WOODBURN URBAN RENEWAL AGENCY RESOLVES AS FOLLOWS:
Section 1. The Downtown Grant and Loan Program, established by Urban
Renewal Resolution 2011-01, is amended to provide large renovation grants up
to $50,000 for significant projects located in the Downtown Development and
Conservation (DDC) Zoning District and subject to the policies and procedures
set forth in the attached Exhibit "A".
Page 1- Urban Renewal Resolution 2014-03
N
Approved as to Form:
Passed by the Agency
Submitted to the Chair
Approved by the Chair
ATTEST:
City Attorney Date
APPROVED:
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 2- Urban Renewal Resolution 2014-03
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Kathryn Figley, Chair
(Exhibit A)
LARGE RENOVATION GRANT POLICIES & PROCEDURES
Large Renovation Grants offer property and business owners the opportunity to complete large
renovation projects on commercial and mixed-use properties located in downtown Woodburn.
These grants provide a match of the applicant's private investment in the project to significantly
increase the scale and benefit of the improvements. Large Renovation Grants may range
between $10,000 and $50,000 in matching funds.
POLICIES
Program Eligibility
1. Grants are available for up to $50,000 for complete renovation projects. Grants are subject
to the availability of funds.
2. Business and property owners are eligible to apply for grants.
3. Properties must be located in the Downtown Development and Conservation District (DDC).
4. Grants are available for commercial or mixed-use properties only. Residential properties do
not qualify for grants.
5. There is a minimum of 1:1 leverage ratio of private investment to public investment.
6. All work requiring permits must be performed by licensed contractors.
7. All work must commence after project approval. Work completed prior to approval is
ineligible for funding.
8. Building improvements shall be completed within one year of approval.
Project Eligibility
1. Funding may be used for materials and work performed by Applicant's contractor.
2. Funds are limited to physical improvements
to the buildings. Improvements may include,
but not limited to, the following:
a. ADA accessibility
h. Gutters
b. Awnings/canopies
i. HVAC
c. Code deficiencies
j. Lighting
d. Cornices
k. Painting
e. Electrical
I. Permits
f. Energy efficient upgrades
m. Plumbing
g. Environmental remediation
n. Seismic
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G
o. Storefronts q. Roofing
p. Repointing r. Windows
3. Applications will be evaluated by the following criteria:
a. Eliminates conditions of blight — Addresses blighted conditions, including
underutilized land and/or deteriorated buildings and structures
b. Promotes economic development — Enhances the property's aesthetics, making it a
better place to live, work, or seek entertainment
c. Creates jobs —Brings new employers and employment opportunities to the Woodburn
community
d. Community benefits —Creates amenities for the Woodburn community
e. Physical impact — Improves the attractiveness of the property and downtown
PROCEDURES
Application Process
1. The applicant must submit a completed application.
2. The City will perform a site inspection and take photos of the property.
3. The Downtown Advisory Review Subcommittee (DARS) will meet to review applications to
make recommendations to the Urban Renewal Agency Board (Agency).
4. The Agency will review applications at regularly scheduled meetings for final approval.
Reimbursement Process
1. Upon approval by the Agency, the Applicant shall sign a Grant Agreement.
2. Upon conclusion of the project, the Applicant shall schedule a City inspection and sign a
Completed Work Statement.
3. Invoices and a W-9 must be submitted for reimbursement. No grant money will be
disbursed until the project is completed and approved by the Agency.
SIX MONTH EXTENSIONS & PROJECT CREDIT
1. The Agency may grant one six month extension per grant. The Applicant must submit a
written request for the extension and provide justification for the Agency's consideration.
2. Applicants may receive credit on past renovations that were made without grant funding, at
the Agency's discretion. The request must meet the Agency's Large Renovation Grants
evaluation criteria and be completed within twelve (12) months of the request. The
Applicant must submit a written request and provide documentation of improvements for
the Agency's consideration.
EM
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4 Ili ♦f Item
BU
July 14, 2014
TO: Urban Renewal Agency Board
FROM: Jim Hendryx, Economic and Development Services Director
Robyn Stowers, Urban Renewal Manager
SUBJECT: Urban Renewal Grant and Loan Program Modification
RECOMMENDATION:
Adopt the resolution amending the procedures and requirements of the Urban
Renewal Grant and Loan Program to allow the Downtown Advisory Review
Subcommittee to amend approved projects, when project costs change from
original estimates.
BACKGROUND:
In February, 2011, the Urban Renewal Agency Board adopted the Urban
Renewal Grant and Loan Program to aid business and property owners with the
rehabilitation and renovation of residential and commercial properties within
the Urban Renewal Grant and Loan district. The program is designed to provide
matching funds for exterior ($10,000) and interior ($5,000) improvements to
properties located in the district. The program also provides loan funds ($25,000)
to further these same improvements.
Over the years, the Urban Renewal Grant and Loan Program's procedures and
requirements have been amended four times to clarify and improve the
efficiency of the program. On June 12, 2014, the Downtown Advisory Review
Subcommittee (DABS) recommended staff amend the procedures to give DARS
the authority to approve project amendments when costs change from original
estimates.
DISCUSSION:
Currently, there is no procedure for DARS to modify an approved project after
the grant application is approved by the Agency. Applicants must complete all
elements of the project to be eligible for funding. When project costs rise above
initial estimates, applicants may decide to forgo the grant, or postpone the
project and reapply to the program at a later date. To streamline the process,
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Urban Renewal Agency Board
Urban Renewal Grant and Loan Program
DARS recommended staff amend the policy to allow business and property
owners to amend approved project scope.
Amending the Urban Renewal Grant and Loan procedures to give DARS the
authority to modify approved projects improves program efficiency by
decreasing approval time. The procedure to amend project scope shall be
consistent with the procedure to increase project funding, which includes:
• Requests made in writing, which must include specific documentation,
and are to be submitted prior to the commencement of work on the
requested project element(s).
• Project scope remaining consistent with the originally approved project.
The request may not be associated with a new project element.
• The Downtown Advisory Review Subcommittee's action appearing on the
Urban Renewal Agency's consent agenda.
FINANCIAL IMPACT:
No impact at this time.
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URBAN RENEWAL RESOLUTION NO. 2014-04
A RESOLUTION AMENDING THE DOWNTOWN GRANT AND LOAN PROGRAM
PROCEDURES AND REQUIREMENTS
WHEREAS, with the adoption of Resolution 2011-01, the Urban
Renewal Agency Board established the Downtown Grant and Loan
Program in February 2011; and
WHEREAS, the Downtown Grant and Loan Program includes
procedures and requirements; and
WHEREAS, the Downtown Grant and Loan Program procedures and
requirements need clarification on how a business and/or property owner
may amend approved projects, when project costs change from original
estimates; NOW, THEREFORE,
THE WOODBURN URBAN RENEWAL AGENCY RESOLVES AS FOLLOWS:
Section 1. The revised Downtown Grant and Loan Program
procedures are amended as provided in Exhibit A, which is attached
hereto.
Approved as to Form:
City Attorney
Passed by the Agency
Submitted to the Chair
Approved by the Chair
ATTEST:
APPROVED:
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 1- Urban Renewal Resolution 2014-04
10
Date
Kathryn Figley, Chair
(Exhibit A)
Woodburn Urban Renewal Agency
Urban Renewal Grant and Loan Requirements
Program Requirements
1) Projects must be located within the Urban Renewal Grant and Loan
District as identified below.
2) The applicant, after meeting with staff to discuss the proposed project,
shall submit a completed Urban Renewal Grant and Loan application and
all supplemental materials provided.
3) Projects assisted by this program are to be rehabilitation and renovation
projects showing significant improvement to the property and must be
compatible with the area streetscape.
4) Exterior Evaluation Criteria:
• Comply with the City of Woodburn Downtown Architectural
Design, Woodburn Development Ordinance Standards, and
Signage Standards. (Requirement not specific to program)
• Shall work towards restoring the building as closely to its
original design as possible.
• Shall be designed, constructed, and maintained to
compliment the architectural features of the building. All
accessories, signs, awnings, etc. shall likewise compliment
the overall character of the building.
5) Grants are available for up to $10,000 for exterior renovation and up to
$5,000 for interior renovation.
6) Loans are available to property owners in amounts up to $25,000 and are
secured by a Trust Deed in the amount of the loan.
7) Applications may be made for a combination of grant and loan funds.
Eligible Projects:
The following list is not exhaustive, but covers the majority of types of
exterior projects that are eligible:
_ADA accessibility
.Awnings/canopies
_Code deficiencies
_Cornices
_Design & architectural services (up to $1,000)
_Electrical
_Energy efficient upgrades (some restrictions apply)
_Environmental remediation
_Exterior lighting
_Exterior painting and cleaning -Panting
_Gutters & downspouts
_HVAC
Permits
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_Plumbing
_Seismic
_Sign installation and hardware
_Storefronts
_Repointing
_Replacement of missing decorative features
_Removal of non -historic materials or additions
_Roofing
Windows
Ineligible Activities:
_Administrative costs or payments to borrower for direct labor costs
_Building acquisition
_Improvements to non-public faces of buildings
_Improvements to interiors of single/multifamily residential
properties
_Inventory or other working capital
_Landscape improvements
_ Property maintenance
_ Work (wages) not performed by a licensed contractor
8) There is a 50/50 match requirement required for the Grant program.
Invoices must be submitted for reimbursement. No grant money will be
disbursed until the project is completed and is approved by the Agency.
9) Grant and loan funds cannot be used for any work commenced or
completed prior to project approval.
10) Grant and loan funds may be used for materials and services provided by
licensed contractors.
11) All necessary building, mechanical, electrical and/or plumbing permits
must be obtained and the work must be inspected and approved.
12) Grants and loans are dependent upon the availability of funds and must
be reviewed and approved by the Downtown Advisory Review
Subcommittee and the Urban Renewal Agency Board.
13) Projects shall be completed within one year of approval in order to be
eligible for reimbursement. Grants provide for a single payment after
receipts are provided and all completed work is accepted by the City.
14) The Urban Renewal Agency Board may grant one 6 month extension for
work to be completed under this program. The applicant must submit a
written request for the extension and provide justification for the Board's
consideration.
15) All work will be done by licensed contractors and the applicant needs to
provide at least three bids for every aspect of work greater than $2,500.
16) Business and/or property owners may reapply for grant and/or loan funds
until the grant and/or loan limit is reached. They must then wait 12 months
to reapply.
17) After grant and loan limits have been reached on the property, business
and/or property owners may reapply for grant and/or loan funds every 12
months for the same property.
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18) Grant and loan funds are limited to physical improvements to the buildings
themselves. Non -permanent improvements, such as purchasing new
equipment, do not qualify for this program.
19) The Downtown Advisory Review Subcommittee may authorize to
increase funding and modify project scope to approved grant and/or
loan requests when project costs change from original estimates.
20) Requests must be made in writing, must include specific documentation,
and are to be submitted prior to the commencement of work on the
requested project element(s).
21) All requests are subject to available funds.
22) Project scope remains consistent with the originally approved project, and
the request is not associated with a new project element.
23) Overall project cost cannot exceed grant and loan fund limitations.
Maximum exterior and interior grants are limited to $10,000 & $5,000
respectively. Maximum loan amounts cannot exceed $25,000.
24) Property owners may request to convert an Urban Renewal grant into a
loan. Upon approval of the Downtown Advisory Review Subcommittee, the
property owner must separately apply and qualify for a loan through the
Mid -Willamette Council of Governments.
25) The Downtown Advisory Review Subcommittee's action shall appear on
the Urban Renewal Agency consent agenda as an informal item.
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