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May 9, 2016 Urban Renewal Agency AgendaCITY OF WOODBURN URBAN RENEWAL AGENCY AGENDA KATHRYN FIGLEY, CHAIR TERESA ALONSO LEON, BOARD MEMBER WARD 1 LISA ELLSWORTH, BOARD MEMBER WARD II ROBERT CARNEY, BOARD MEMBER WARD III SHARON SCHAUB, BOARD MEMBER WARD IV FRANK LONERGAN, BOARD MEMBER WARD V ERIC MORRIS, BOARD MEMBER WARD VI MAY 9, 2016 - 6:45 P.M. CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET 1. CALL TO ORDER 2. ROLL CALL 3. CONSENT AGENDA A. Urban Renewal Agency minutes of April 25, 2016 1 Recommended Action: Approve the minutes. 4. PRESENTATIONS None. 5. PUBLIC HEARINGS None. 6. GENERAL BUSINESS A. A Resolution Adopting Building Improvements Program 2 Procedures Recommended Action: Adopt the resolution containing the Building Improvements Program Procedures. 7. PUBLIC COMMENT 8. ADJOURNMENT May 9, 2016 Urban Renewal Agency Page i URBAN RENEWAL AGENCY BOARD MEETING MINUTES APRIL 25, 2016 0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 25, 2016 CONVENED The meeting convened at 6:48 p.m. with Chair Figley presiding. ROLL CALL Chair Figley Present Member Schaub Absent Member Lonergan Present Member Carney Present Member Morris Present Member Ellsworth Present Member Alonso Leon Absent Staff Present: City Administrator Derickson, Assistant City Administrator Row, City Attorney Shields, Police Chief Ferraris, Economic and Development Services Director Hendryx, Finance Director Head, Economic Development Director Johnk, Assistant City Attorney Granum, City Engineer Liljequist, Recreation Manager Wierenga, Communications Coordinator Horton, City Recorder Pierson 0:00 CONSENT AGENDA A. Urban Renewal Agency minutes of February 8, 2016. Carney/Morris... adopt the Consent Agenda. The motion passed unanimously. 0:01 REMOVAL OF STRUCTURES LOCATED AT 137 S. FIRST STREET AND 175 S. FIRST STREET Economic Development Director Johnk and Economic and Development Services Director Hendryx provided a staff report. City Administrator Derickson added that the City and Woodburn Fire District are exploring opportunities to utilize the houses for non -burning training exercises. Loner gan/Ellsworth... authorize staff to contract with Oregon Demolition on the removal of the structures located at 137 S. First Street and 175 S. First Street. The motion passed unanimously. 0:13 ADJOURNMENT Morris/Ellsworth... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:00 p.m. APPROVED KATHRYN FIGLEY, CHAIR ATTEST Heather Pierson, City Recorder City of Woodburn, Oregon Page 1 — URA Board Minutes, April 25, 2016 .'49M& Item 8U a 1, d f;' ! 7 May 9, 2016 TO: Urban Renewal Agency Chair and Members FROM: Jamie Johnk, Economic Development Director SUBJECT: Building Improvements Program Procedures RECOMMENDATION: Adopt the resolution containing the Building Improvements Program Procedures. BACKGROUND: The City established the Urban Renewal funded Building Improvements Program in 2011. The purpose of the program is to provide financial assistance through grants, loans and design services to businesses and property owners in an effort to promote improvements to buildings within the targeted redevelopment area. By supporting improvements to the interior and exterior of buildings, the program serves to improve the Woodburn's overall economic viability. DISCUSSION: Since inception, there have been revisions made to the program criteria and guidelines. The Urban Renewal Agency directed Economic Development staff to review the existing program criteria and recommend revisions as deemed appropriate. Staff made revisions to the program guidelines and process and presented the Downtown Advisory Review Subcommittee (DABS) at their April 28th, 2016 meeting. DARS members reviewed the revisions, made additional edits and approved the revised program guidelines per the Minutes provided herein. FINANCIAL IMPACT: None. Agenda Item Review: City Administrator _x City Attorney _x 2 Finance DOWNTOWN ADVISORY REVIEW SUBCOMMITTEE MEETING MINUTES April 28th 2016 CONVENED: The Downtown Advisory Review Subcommittee (DARS) met at 5:15 p.m. in the City Hall Conference Room to discuss revisions to the Urban Renewal Building Improvements Program (formerly Grant and Loan Program). Members Present: Subcommittee Member EllsWojrth Present Subcommittee Member Florner Present Subcommittee Member 'Carney Present Staff Present: Jamie Johnk, Economic Development Director and Jim Hendryx, Economic & Development Services Director Tom Flomer opened the meeting and introduced the Agenda for the meeting. DARS members, along with staff reviewed the revisions to the Building Improvements Program guidelines, policies and procedures, as presented, and recommended additional edits. Lisa Ellsworth made a motion to accept the program revisions, with the additional edits from DARS members, and to refer the revisions to the Urban Renewal Agency for approval. Rob Carney seconded. Motion carried. At approximately 6:20 p.m., Lisa Ellsworth made a motion to adjourn; Tom Flomer seconded. Motion carried. APPROVED ATTEST Tom Flomer, Chair Date Jamie L. Johnk Date Economic Development Director 1 I URBAN RENEWAL RESOLUTION NO. 2016-01 A RESOLUTION ADOPTING BUILDING IMPROVEMENTS PROGRAM PROCEDURES WHEREAS, Resolution 2011-01, established the Downtown Grant and Loan Program in February 2011; and WHEREAS, the procedures and guidelines for the Downtown Grant and Loan Program have been modified, as needed, by the Urban Renewal Agency Board; and WHEREAS, it is in the public interest to consolidate these procedures and guidelines into one document entitled Building Improvements Program Procedures that will both serve the City and the members of the public; NOW, THEREFORE, THE WOODBURN URBAN RENEWAL AGENCY RESOLVES AS FOLLOWS: Section 1. The Building Improvements Program Procedures attached hereto as Exhibit "A" are hereby adopted. Section 2. Any previously adopted Downtown Grant and Loan Program Procedures and guidelines that are inconsistent with the attached Building Improvements Program Procedures are hereby repealed. 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 - RESOLUTION NO. 2016-01 N Date Kathryn Figley, Chair Exhibit A Building Improvements Program Procedures Program Funded By City of Woodburn Urban Renewal 11 , , P �I ,, J ,! I P rti 1 , 5 0 270 Montgomery Street I Woodburn, OR 97071 Plho rne. 603-980-63'19 6imaiill. Jimii. al�irnlcr ii.aadl�u�irirn.air.u� I h 17 Purpose of the Program The City of Woodburn Urban Renewal Agency is providing an incentive program designed to promote improvement to the buildings within targeted redevelopment areas. By enhancing the appearance of buildings, the program serves to improve the area's overall economic viability. Better aesthetics increase property values, improve the marketability of space within the buildings and draws business and residents to the area. Target Areas The current building improvement program target areas is the within the existing Urban Renewal boundaries (see map attached) with a primary focus to downtown Woodburn. Application Process Applications for the Building Improvements Program will be available from the City's Economic Development Office or online at the City of Woodburn's website (17„9;9;I ..;. v r,cJ,v��?�?rjbLJrn.01,LJS). Applicants will be required to complete the program application and provide a project timeline, conceptual or architectural drawings and specifications and breakdown of costs for the proposed building improvement work. Proposals must pass a threshold review for eligibility, and will then be reviewed for quality and impact of the proposed improvements by the Downtown Advisory Review Subcommittee (DABS). After review and consideration DARS makes funding recommendations to the City of Woodburn Urban Renewal Agency (URA) for final approval. Approval of applications will be considered based on strength of proposals and economic development impact on the community. Eligibility All property and business owners willing to improve the exterior of properties located within the designated program area may be eligible through this program. A recipient may utilize the Building Improvements Program in conjunction with other public financial resources. Property owners may receive assistance for more than one building based on funding availability. Business owners must submit a signed acknowledgement from the property owners authorizing participation in the Building Improvements Program. Eligible buildings include any commercial or mixed-use buildings located within the designated program area (see map attached). New construction may be considered for this program, however additional design review criteria may be required. Individual residences are not eligible for funding under the conditions of this program. However if a percentage of the commercial building is used for residential purposes, consideration may be given for program eligibility. Buildings will not be required to be occupied to be eligible for this program. During the application process, applicants will be required to demonstrate financial capacity to meet the program match -funding requirements, and must be current on all property taxes, mortgages, insurance and City utilities. Eligible Activities Building improvement activities must involve the general upgrading of a building's exterior and/or interior improvements that enhances the overall appeal and preservation of a property. All improvements must comply with the City of Woodburn's design standards and must be approved by the Downtown Advisory Review Subcommittee and the Urban Renewal Agency Board. 9 Examoles of Eligible Activities • Masonry repairs, tuck -pointing, cornice repair ® Side and rear building fagades • Property acquisition and other repairs to preserve the character and • Parking lots improvements • Temporary, portable or non -permanent improvements historical significance of architectural details • Storefront reconstruction including painting and • Interior/exterior lighting and energy stucco repair/replacement efficiency upgrades • Window and door repair or replacement • Interior renovation and repairs • Awnings and canopies • Seismic upgrades • Roof repairs/replacement • Code related improvements • Repair/replacement of gutters and down spouts • ADA accessibility • Construction of decking and stairs • Environmental remediation • Permanent exterior signage integrated into the ® Restore/repair flooring storefront design • HVAC, electrical, plumbing improvements and repairs Examples of INon-Eligible Activities • Unapproved signage • Conversion of use • Billboards • Refinance of existing debt • Property acquisition • Working capital • Parking lots • Payment of delinquent taxes • Temporary, portable or non -permanent improvements ® Incomplete, previously funded projects Funding Available Funding is available on a first-come, first-served basis. There are three (3) building improvements funding sources for an applicant to consider, as follows: • Small Grant Program: o Exterior Grant Maximum o Interior Grant Maximum o Applicant Match • Large Grant Program: o Grant Maximum o Applicant Match • Loan Program: 25% up to $10,000 25% up to $ 5,000 75% 25% up to $10,000-$50,000 75% o Loan Maximum $25,000 o Loan Terms Up to 10 years with no pre -payment penalty o Incremental Interest Rate 0% two years; 2% three years; 5% five years o Loan Application Fee $150 plus transaction fee of 2.5% (minimum fee $600) • Design Services Grant: o Application Fee $ 50 7 The applicant will be reimbursed by program funds upon completion of the project followed by a site inspection and submission of a "Completed Work Statement" along with the required supporting materials. The project must be completed within twelve (12) months of the grant award. Consideration of a six (6) month extension may be awarded upon approval by the DABS or URA Board of an Extension Request Form, submitted by the applicant. Financing Policies Reimbursements: All grants are funded on a reimbursement basis following completion of the project. The total reimbursement for all forms of building improvement assistance shall not exceed $50,000 per project. • Site Inspection: Prior to disbursement of grant funds, the City will conduct a site inspection of the property in order to verify that all of the work as prescribed in the funding application has been finished. Also the applicant will be required to submit a "Completed Work Statement" along with the required supporting documents in order to process reimbursement. Reimbursement will not be made until the site inspection and Statement has been submitted to the City's Economic Development Director. Taxes, Licenses and Insurance Requirements: At the time of application, property and/or business owners must be current on property taxes, City licenses and utilities and must have adequate property insurance. Recipients of Building Improvement Program funds must adhere to the following during the grant funding period: o If the applicant is the property owner, retention of the property for the duration of the project; grant funds are not transferrable. o Maintain property insurance during improvement period. o Operate in compliance with all applicable local, state, and federal codes, laws, and regulations. o Maintain the property improvements after improvements are completed. o Remain current on city and county property taxes for the duration of the project. Non-compliance with any of the above mentioned items shall be considered in default and may constitute repayment of all or a portion thereof of the grant funds awarded through the Building Improvements Program. Design Guidelines Eligible proposals will be required to conform the Urban Renewal Goals. These goals are provided to assure appropriateness of the proposed work and to provide for compatibility with the Urban Renewal funding criteria. Where appropriate, the City of Woodburn may also require adherence to design standards that complement the historic downtown area and how the proposed improvements impact other the historic significance of the subject property and properties within their vicinity. 9 Urban Renewal Goals to address in the application process include: ❑ Eliminate Conditions of Blight—Address blighted conditions including underutilized land and/or deteriorated buildings and structures ❑ Promote Economic Development— Enhance the downtown's attractiveness as a place to live, work, or seek entertainment ❑ Create Jobs— Bring new employers and employment opportunities to Woodburn ❑ Community Benefit — Create amenities for the Woodburn community ❑ Physical Impact — Improve the attractiveness of the property and downtown Review Committee Applications will be reviewed by a DARS in order to assure, through an equitable process, that the application meets all applicable program guidelines. After review, DARS will make recommendation to the URA Board to either approve or deny the application. If the application is denied, the applicant has the opportunity to appeal the decision directly to the URA. Architectural Drawings and Specifications Applicants will be required to include a detailed description of the proposed improvements along with architectural drawings and specifications (where applicable) as part of their application. If architectural assistance for design of improvements is needed, the Program provides a Design Services Grant designed to provide architectural assistance. Application Requirements Application packages must include enough documentation to illustrate the visual impact of the project, its costs and compliance with the Urban Renewal Guidelines. Failure to provide required information will delay the review and approval process. Application supplemental documents required at the time of application include: A completed application form Written consent from property owner giving permission to conduct building improvements (if applicable) Color photographs of existing conditions Samples of materials and colors to be used and other documentation necessary to illustrate the visual impact of the proposed project Proposed project completion schedule Three (3) competitive proposals from licensed and bonded contractors will be required on portions of the project that exceed $2,500. These proposals should give detailed information about the work to be done, the costs, and the project completion schedule. All proposals must include an authorized signature (electronic signatures will not be accepted) as well a CCB# and full address. Once a project is awarded, contractors cannot be changed unless new proposals have been submitted for review and authorization by the DARS. I In the event that a property owner is a licensed contractor and is proposing to perform work on their own properties or businesses, said property owner must furnish at least two (2) qualifying proposals other than their own for consideration (for projects over $2,500). Owners and merchants may also perform work on their own buildings; however, they will not be reimbursed for their time while acting as contractor and/or installing material. Material costs and labor of employees are reimbursable; however, documentation must be produced for the number of hours worked on the project by the employees, the rate of pay, etc. Application Amendment Acknowledging that once improvements are underway circumstances may require changes to the original scope of the project. Therefore an amendment to an application due to project scope may be considered after award of the grant. An amendment request will be required in writing, prior to work beginning, clearly stating the changes to the project scope and circumstances prompting said change. Review and approval of the amendment by DARS and/or URA Board is required unless circumstances prevent prior notice at which time applicant must contact City staff prior to work beginning. Request for Reimbursement Requirements Reimbursement can be expected in approximately three (3) to six (6) weeks after all of the required documentation has been submitted and reviewed: Completed Work Statement Submit Form W-9 Copies of all paid invoices, canceled checks, and/or bank statements for all of the building improvement work covered by grant. These must equal to or greater than the required grant match (where applicable). All project expenditures must be paid in full. The invoices must be marked paid, signed, and dated by the contractors. Lien waivers cannot be substituted for canceled checks or bank statements. Photographs of completed project. Contact Information For additional information on the City of Woodburn Building Improvement Program Procedures, please contact: Jamie Johnk, Economic Development Director City of Woodburn 270 Montgomery Street I Woodburn, OR 97071 Phone: 503-980-6319 Email: Janniew.S.plb.!rill.. .::...wyappa lV a f ri..w.pf.w. . s. 10 g APPLICATION LjSmaflGrant E]LairgeGrant ULoan(Fl1$150'j DesigiiSeirvicesu',FE,E,,$50'� AIPPIL111CAINIT 11IN111FOIRMAT1101IN Nairne: Phone: Tax IIID number. PROPERTY OWINIEIR IIIINIFORINIAT110,111� FOR OFFICE USE ONLY Appfication Date: Approval Date:: Amount Awarded: prop en Address: Nam,&: Phone/Email: Address: city: st: Do: Owner's Signature Date- BIL115111INIIIESSAINID / OIR PRO.111ECT 11INIR)IRIMAT110INI Name of BUSillIeSS: Blusiness Owner's Nlairne: Adlldress:: Phone: City: state: Zip:: Type Of BLIGiness: Upper Flo or Use: PROPOSED 111MVIROMEIMIFINTS IImproveimients Type: Ll linte6or Improveiments 1j, Exterbir Impro-veiments 0 Other I Descripfijon:: Estilmialed Cost of Improvements:: 5 11 j2plication F,., Coffected By: Receipt #.- Date: The Applicant certifies that all information provided in this application is true and complete to the best of the AppIicant's knowledge and belief. The AppIicant represents to the City that this Agreement has been duly authorized by all necessary action on the part of the Applicant and no other corporate or other action on the part of the Applicant is legally required. If the Applicant is not the owner of the property to be rehabilitated, the AppIicant certifies that it has the legal authoHty to sign and enter into an agreement to perform the proposed work on the building. Evidence of this legal authority must be attached. Applicant acknowledges and agrees the Agency shall have no obhgation to pay any persons providing materials or performing labor or to cause the release of any mechanics or other liens that may be recorded against the above property in connection with the proposed improvements. Applicant's Signature Date ACKNOWLEDGMENT BY PROPERTY OWNER ff different than Applicant) The Property Owner hereby acknowledges all the above terms of this application and agrees that the Agency shaII have no obligation to pay any persons providing materials or performing labor or to cause the release of any mechanics or other liens that may be recorded against the above property in connection with the proposed improvements. 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