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Home My WebLink About[07a] BFA Policies and Procedures • CITY OF ST. JOSEPH www cityof stjoseph.com DATE: June 13, 2012 MEMO TO: Economic Development Authority Administrator Judy Weyrens FROM: Joanne Foust, Municipal Development Group Mayor RE: BFA Grant Policies and Procedures Richard Schultz Councilors Background: Steve Frank At the May meeting, the EDA approved tow requests for the Business Facade Architectural Bob Loso Grant program. As a part of the discussion relating to the grant requests, Commissioners Renee Symanietz identified the need to review the current policies and perhaps update these. Primary items to Dale Wick address: 1. Addressing work completed prior to a grant application EDA 2. Identifying timelines for eligible work Larry Bosch 3. Limiting dollar amounts Chad Davey 4. Reviewing landscaping eligible expenses Steve Frank Tom Skahen Enclosed are the current policies and the application. The following text has been added in Dale Wick BOLD for the EDA's consideration: Page 1: Eligibility #4. Funds may be used for the design of exterior building improvements, awnings, windows, doors and /or site landscaping, other than sod or seed, resulting.... Page 2. Project Approval Guidelines. The addition of #7 and #8 as follows: 1. Grant Disbursement Awarded loan funds will be dispersed to the contractor or vendor upon submittal of receipts or invoices for supplies purchased and inspection which certifies the work completed is in accordance with the EDA approval and other city ordinances. 2. Projects utilizing grant funds may not begin prior to the approval of the grant or issuance of a building permit, if applicable. In addition, the following has been added to the application form, for discussion by the EDA: Building Permits & Inspections Applicant is responsible for obtaining appropriate building permits, per the Building Code and /or City of St. Joseph Zoning Ordinance. In the case of improvements that do not require a city- issued building permit, the applicant must submit the name and state license number of the contractor completing the work and agree to an inspection of the work by a city building official. Grant Disbursement Awarded loan funds will be dispersed to the contractor or vendor upon submittal of receipts or invoices for supplies purchased and inspection which certifies the work completed is in accordance with the EDA approval and other city ordinances. 1 9 '!! CITY OF ST. JOSEPH www.cityofstjoseph.com Certification City staff or an authorized representative shall have the right to inspect the property to be improved at any time from the date of application upon giving due notice to the owner and to occupants. I/We understand that any intentional misstatements will be grounds for disqualification. I/We authorize program representatives the right to access the property to be improved for the purpose of the grant program and to take photographs of the structure before and after rehabilitation. I/We further understand that I /we will make the final selection of the improvements to be made with the loan funds and that the contract for improvements will be solely between myself and the contractor(s). The administering agency will not be liable for the inadequate performance of the contractor(s). Action: EDA consideration of the grant application is kindly requested. ST. JOSEPH BUSINESS DISTRICT FACADE ARCHITECTURAL DESIGN GRANT PROGRAM PURPOSE The St. Joseph Business District Facade Architectural Design Grant Program provides incentives to stimulate visible investment in St. Joseph businesses. Property owners are encouraged to consider improvements that incorporate the surrounding community including but not limited to aesthetics, environment, cultural and historic elements, and architecture. These improvements should create a cohesive, inviting environment. The program provides a matching grant for actual design and construction costs, up to $1,000 per property address, per calendar year. Qualifying projects must be of an approved design, be applied for by commercial property owners and /or merchants, and be applicable to exterior building, landscape improvements, and other similar improvements visible from a public right -of -way. Approved projects will be funded on a first- come /first - served basis until all funds are expended. In addition, the opportunity exists that the St. Joseph Economic Development Authority's revolving loan program could be available to assist with construction costs associated with the implementation of facade designs. ELIGIBILITY 1. All work must be done on the exterior of the building /property and /or result in a publicly visible improvement. 2. All work done must be in accordance with the City of St. Joseph Code of Ordinances, the Downtown Revitalization Plan and subsequent design guidelines, and the building code. All required permits must be obtained. Work shall include the correction of any known exterior building code violations. 3. Work in progress or performed prior to project approval will typically not be eligible for funding unless the EDA finds significant underlying purposes for work beginning prior to project approval. 4. Funds may be used for the design of exterior building improvements, awnings, windows, doors and /or site landscaping, other thaWiettor than " seed, resulting in a publicly visible improvement and for actual construction costs related to an approved improvement. Other uses may also be eligible if prior approval is granted by the St. Joseph Economic Development Authority. 5. Signs are eligible for this program but must be in connection with a facade improvement project. 6. The following types of property are not eligible: • Tax delinquent • Special Assessment delinquent • Property in litigation • Property in condemnation or receivership • Tax exempt properties • Exclusively residential buildings • Properties zoned industrial • New construction projects on lots previously undeveloped (redevelopment and /or rehabilitation projects remain eligible) • Property considered non - conforming to the City's Code of Ordinances, unless the proposed improvements are intended to correct all the non - conforming issues. PROJECT APPROVAL GUIDELINES Program oversight and authority for grant approval is delegated to the City of St. Joseph Economic Development Authority. The Economic Development Authority will review and approve all grants based on the following guidelines: 1. A project for which an application has been received will only be reviewed if it is filled out completely. Photographs illustrating subject building(s) and property and proposed site changes /improvements may be required by the EDA. 2. Multiple property owners must submit separate applications for each property /project. 3. Any business owner under a lease who submits and application must obtain and provide written consent of the property owner. 4. Preference will be given to projects which: • Will positively contribute to the City revitalization /renewal efforts • Will eliminate a blighting influence • Will result in a visible improvement that would not be made otherwise • Demonstrate a ratio of private investment to public investment greater than 2:1 5. Project is consistent with the Comprehensive Plan, transportation plans, and other applicable plans. 6. Projects must be completed within a timely manner from date of official project approval (i.e. one year with a maximum extension of an additional six months). As indicated, dollars are limited and reimbursement will be made after project improvements are completed, and reimbursement requested. Grant Disbursement Awarded loan fund wit bia4isPersed to the contractor or upon >a W o receipts or invoices for supplies purchased and inspection Which certifies the work completed is in accordance with the EDA approval and other city ordinances. 8. Projects` utihz ng grant funds 3 not begin prior to the approval of' the grant or issuance of a building permit, if applicable. PROPERTY OWNER REQUIREMENTS Upon the application submittal for a project, the Applicant will play an important role in a partnership that includes the City of St. Joseph and the Economic Development Authority. The following may be required to review plans depending on the scope of the project: City staff, the Planning Commission, the EDA and the City Council. Those required to review the plans and /or grant application will review design drawings, proposed work specifications, and the architectural materials. Below are items that will be required of as part of completing your project. 1. Attendance at an informational meeting which will outline the entire project procedure. 2. Property owners' attendance at various meetings, reviews etc. with representatives of either the City or EDA to expedite various stages of the project. 3. All work to be done on the project shall be the sole responsibility of the property owner. The City of St. Joseph /EDA administers the grant program herein and the City /EDA is not responsible for any work undertaken as a result of the grant. The owner hereby holds the City and EDA harmless for any and all liability commencing out of any work constructed and paid for the design grant herein. 3 APPLICATION FOR ST. JOSEPH BUSINESS DISTRICT FACADE ARCHITECTURAL DESIGN GRANT PROGRAM ** Please read attached program criteria carefully before completing the application ** ** Please remember to include photos of your building(s) and /or property as they relate to the types of improvements indicated on this application. ** Business Name: Property Address: Business Owner(s): Property Owner(s): Mailing Address: Phone Number: Fax Number: E -Mail Address: 1. On the attached page, please identify the specific improvements you are proposing for the building(s) and /or property. 2. Based on the proposed improvements identified, please provide your best estimate of the entire project cost: $ 3. If the project cost comes in at, or exceeds your estimate, do you have private funds readily available to complete the proposed the project? Yes No If No, by what means will you secure funding and still complete the project within a timely manner 4. If your project is approved, does completing the project timely pose any concerns for you? Yes No If yes, Please list those concerns: PROJECT DESCRIPTION Please provide an accurate and thorough summary of your project. The photographs taken of your building(s) and property will assist in a visual manner to further support your written project description. Based on the description of your project and your motivation for wanting to make these improvements, please place a check mark next to those project preference item you feel your project meets. Will positively contribute to the City's revitalization /renewal efforts. Will eliminate a blighting influence. Will result in a visible improvement that would not be made otherwise. Result in a ratio of private investment to public investment greater than 2:1. Bunt ling Permit*4 hiftixoctk4S Applicant responsible for obtaining appropriate building pew, fir's Bu ode andlor City of St. Joseph "Zoning' Ordinance. in the case " improvements that do not require a city - issued building permit, the applicant must submit the name and state license number of the contractor completing the work and agree to an inspection of the work by a city building official. Grant Disbursement Awarded loan funds *like dispersed "" to the contract Or or vendor nh'sUbmrltaf of receipts or invoices for supplies purchased and inspection which certifies the work completed is in accordance with the EDA approval and city ordinances. Certification City staff or an authorized representative shall have thwright to inspect om' °� ► °to "'be improved at any time from the date of application upon giving due notice to the owner and to occupants. t/We understand that any intentional misstatements will be, grounds for disqualification. JIWe authorize program representatives'the right to access the property to be improved for the purpose of the grant program and to take photographs of the structure before and after rehabilitation. 1NVe further understood that ihve grill matte the final selection of the improvements to be made with the loan funds and that the contract for improvements will be solely between myself and the contractor(s). The administering agency will not be liable for the inadequate performance of the contractors). The information on this application is accurate. I have read, understand, and agree to comply with the program criteria for the St. Joseph Business Facade Architectural Design Grant Program. Authorized Agent: Date: Title: Mail or Deliver to: St. Joseph Fagade Architectural Design Grant Program, City of St. Joseph Economic Development Authority 25 College Avenue North, P.O. Box 668 St. Joseph MN 56374