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04-311 Resolution No. 04-311 RESOLUTION ADOPTING AN AMENDED FAQADE IMPROVEMENT PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that it hereby adopts an amended Fagade Improvement Program dated November, 2004 for the improvement, renovation and restoration of buildings to the original architecture of the building, a copy of which is attached. s/Ed Schock Ed Schock, Mayor Presented: December 1, 2004 Adopted: December 1, 2004 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk City of E l g i n Agenda Item No. J November 12, 2004 TO: Mayor and Members of the City Council FROM: David Dorgan, City Manager ALIVE DOWNTOWN Sarosh Saher, Urban Design & Preservation Specialist SUBJECT: Facade Improvement Program Amendments PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an amendment to the Facade Improvement Program to allow for the City's retroactive participation, and the funding of secondary facades at a reduced level. RECOMMENDATION It is recommended that the City Council approve amendments to the Facade Improvement Program to allow for the City's retroactive participation, and the funding of secondary facades at a reduced level. BACKGROUND At the January 28, 2004 meeting'of the Elgin City Council Committee of the Whole, it was recommended that staff look into amending the program to allow for retroactive funding of projects at a reduced level. Additionally, at the September 22 Committee of the Whole meeting, staff was requested to consider the funding of secondary facades not readily visible from the street at a reduced level. 1. Retroactive funding: Currently, the Facade Improvement Program does not allow for retroactive funding. However, a few projects have been funded in the past following approval of the City Council. The City Council had therefore requested staff to formalize the procedure in fairness to applicants who submit their applications on time. Since retroactively funded projects are those where the City has little to no control on the design of the fagade, it is anticipated that lowering the City's participation will serve as a disincentive for property owners to begin work, or purchase materials prior to applying for fagade grants. All retroactive participation by the City of Elgin will only be contingent upon the on-going or completed work meeting the design guidelines and policies of the Facade Facade—Facade Improvement Program Amendments November 12, 2004 Page 2 Improvement Program. Staff has proposed the following program amendments to allow for retroactive funding of projects: • Ongoing and completed projects,where a retroactive application is submitted in the same calendar year, the City's participation will be as follows: • Center City component: 20%of the total eligible improvements on the project. (a reduction of 15%) • State and National Street component: 35%of the total eligible improvements on the project. (a reduction of 15%) Retroactive applications submitted when a project was completed in a previous calendar year will not be funded under the Facade Improvement Program. However phased projects that outline a schedule of phases to be completed in subsequent years will be eligible for consideration by the program. • Second Cost Estimate: For ongoing or completed work, where receipts and invoices are submitted for retroactive reimbursement,the City will obtain a second cost estimate on the work in question from an architect to independently verify that costs/estimates for work already completed or to be completed are valid and to further ensure that the project estimates/costs are well-founded and prudent. The fee associated with the independent estimate will be subtracted from the final grant amount and will not be considered an eligible improvement cost. 2. Secondary Facades: Currently,the Facade Improvement Program provides funding for any facade that is visible from a public right-of-way including alleys. Some of these rear facades have far less of an impact on the overall architectural character of the building than the primary facades. Staff has therefore proposed the following program amendments to consider the funding of secondary facades not readily visible from the street: Secondary facades are proposed to be considered as those that are on the sides and rears of buildings that are not readily visible from the main street on which the building has frontage. However, facades on the sides of buildings located on corner lots that have frontage onto a main street and are readily visible from the street will be considered primary facades. Secondary facades (including non-readily visible side and rear facades) will be considered at 15% lower than the incentive offered to primary facades as follows: • Center City Area—20% of the total cost of improvements to the subject facade. • State &National Street Area—35% of the total cost of improvements to the subject facade. Facade—Facade Improvement Program Amendments November 12, 2004 Page 3 It should be noted that work to secondary facades may also be funded retroactively based on the suggested reductions in City participation depending upon when the applications were submitted. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Downtown Neighborhood Association, DNA 'INANCIAL IMPACT The 2004 budget for the Facade Improvement Program totals $150,000. A similar amount is included in the proposed 2005 budget. Given the history of past applications it is unclear whether amending the program to include retroactive funding as well as changes in the funding of secondary facades will have an impact on the budgeted amount. However, once the annual budgeted allocation has been utilized, a budget adjustment would be required to fund additional initiatives. EGALIMPACT None. ALTERNATIVES 1. Approve amendments to the Facade Improvement Program to allow for the City's retroactive participation and the funding of secondary facades at a reduced level. 2. Reject the amendments to the Facade Improvement Program. Respectfully Submitted for Council consideration. SBS/sr Attachments FACADE IMPROVEMENT PROGRAM FdRH J�v t 1 f i Y.t r 1: } F NORTH ELEVATION City of Elgin 150 Dexter Court Elgin, IL 60120-5555 J J � J •GRA'M INFORN IATIONN INTRODUCTION The City of Elgin has committed itself to revitalization of its center city. This commitment manifests itself in implementation of the Riverfront/Center City Master Plan, a blueprint for redevelopment of Elgin's center core area. A vital component to the success of this redevelopment effort is the involvement of private property owners. The City hopes to encourage private investment in commercial buildings of the area through a program which offers financial incentives to businesses to improve the appearance and quality of their storefronts. The Elgin Facade Improvement program is designed to promote improvements to storefronts in the City's center core area. Under the Facade Improvement Program, property owners or business owners within the target area are eligible to apply for grants for work to improve facades of commercial buildings that are visible from a public right-or-way. These grants are provided in recognition of the positive impact that individual facade renovations can have on the overall appearance and quality of their storefronts. TARGET AREA A map indicating the program's target area is attached.The target area is designated as the Center City Area and the State and National Street Area.The building for which assistance through the Facade Improvement Program is sought must be located in the target area. TYPE OF All primary facades generally visible from a public right-of-way,including front and ASSISTANCE sides of the building, are eligible for the Facade Improvement Program. Secondary and Rear facades will also be considered at a reduced level of funding. Improvements must be approved in advance, and each eligible improvement will be funded only once. CENTER CITYAREA 35 percent of the cost of eligible improvements, to a maximum of$100,000,with an additional $50,000 provided to high-impact projects. Minimum Project Cost: $5,000 STA TE&NA TIONAL 50 percent of the cost of eligible improvements, to a maximum of$50,000. STREETAREA Minimum project Cost: $3,000 OWNERSHIP Eligible applicants may be the owner of a commercial building or the owner of a commercial business in the target area. Business owners who are tenants of a building for which improvements are planned must provide written consent from the building owner for all proposed improvements. The tenant applicant must have at least a five-year lease at the location in order to apply under the program. Documentation in support of these claims must be included at the time of submitting the application. ELIGIBLE The Facade Improvement Program will fund facade improvements located on IMPROVEMENTS facades visible from a public right-of-way ranging from minor repairs and painting to complete facade renovation. Eligible improvements include: • Brick cleaning and tuck pointing, painting, signs,window display area remodeling, exterior lighting, window and/or door replacement,awnings, restoration of original architectural features and other improvements visible from the street and have a positive appearance of the building. Sandblasting of brick will not be funded under the program nor will the program participate in any project which includes sandblasting. • Awnings and canopies my be used as a design element if those features are compatible with the original building design and complement the building's architectural features. Mansard roofs and fixed shingle canopies will not be an eligible cost under the program. • Detailed architectural design work is an eligible cost under the program. Architectural services are paid wholly by the City of Elgin. The firm selected will, thus,be working at the direction of the City of Elgin, as the client. • All facades generally visible from a public right-of-way,including front, sides and rear of building,are eligible for the Facade Improvement Program. • Interior work that is required to be completed as a result of storefront and window renovation, such as interior window trim, dropped ceiling reconfiguration,is eligible to be considered under the program. • The construction of new ramps,railings, and other means and devices used to make a commercial building accessible in accordance with the Americans with Disabilities Act (ADA), and located on a facade that is visible from a public right-or-way,is eligible to be considered under the program, as long as it is designed in a manner that continues to maintain the overall character of the building and receives the approval of the design review staff. • In addition to the financial assistance,applicants will receive a conceptual design and an outline work specification prepared by an architect under contract with the city INELIGIBLE The following improvements are ineligible under the Elgin Facade Improvement IMPROVEMENTS Program: • Any work on the exterior of the building that is not visible from a public right- of-way such has flat roofs, etc. • Sandblasting of brick will not be funded under the program nor will the program participate in any project which includes sandblasting. • Interior remodeling (except window display areas,dropped ceiling reconfiguration directly related to exterior facade work). • Purchase of furnishings, equipment, or other personal property which does not become a part of the real estate. • Expansion of structureg on the property in the form of major additions to the building and complete new construction of structures. • General site work (re-grading, etc.),work on the sidewalk, driveways,property landscaping, fences,retaining walls,and features and work not directly related to the improvement of the exterior facade of the building. RETROACTIVE Applicants are generally encouraged to apply for funding through the Facade PARTICIPATION Improvement Program prior to commencing work on their properties. However,if work is already begun on the project the following conditions apply: • Ongoing and completed projects,where a retroactive application is submitted in the same calendar year, the City's participation will be reduced by 15%as follows: • Center City component: 20% of the total eligible improvements on the project. • State and National Street component: 35% of the total eligible- improvements on the project. Retroactive applications submitted when a project was completed in a previous calendar year will not be funded under the Facade Improvement Program. However phased projects that outline a schedule of phases to be completed in subsequent years will be eligible for consideration by the program. • Second Cost Estimate: For ongoing or completed work,where receipts and invoices are submitted for retroactive reimbursement, the City will independently obtain a second cost estimate on the completed work from an architect/contractor to verify that there is no collusion between owner and contractor in providing a second estimate for work already completed, or providing inflated receipts and invoices on the project. The cost of obtaining the independent estimate will be further deducted from the grant allocation. SECONDARY Facades other than the Primary front facades on a building will be considered FACADE separately for funding under the Facade Improvemerif Program. IMPROVEMENTS Secondary facades are those that are on the sides and rears of buildings that are not readily visible from the main street on which the building has frontage. However, facades on the sides of buildings located on corner lots that have frontage onto a main street and are readily visible from the street will be considered primary facades. Secondary facades (including non-readily visible side and rear facades) will be considered at 15%lower than the incentive offered to primary facades as follows: • Center City Area—20% of the total cost of improvements to the subject facade. • State &National Street Area—35%of the total cost of improvements to the subject facade. Note:work to secondary facades may also be funded retroactively based on the suggested reductions in City participation depending upon when the applications were submitted APPLICATION PROCESS , AD7\11NISTRATIVE PROCEDURES APPLICATION FORM Merchants or property owners will receive a copy of the Elgin Facade AND FEES Improvement Program guidelines and application form. The completed application should be submitted to the Program Coordinator for processing along with a $50.00 non-refundable application fee. If more applications are received than current funding levels will allow, the City reserves the right to prioritize the applications on the basis of the location of the project, the extent of the work, the level of private funding and the relative impact of the proposed improvements on the area. CONCEPT DESIGN All application materials will be forwarded to an architect selected by the City. DEVELOPMENT The architect will prepare a conceptual design plan and an outline work specification. On-site inspections or personal interviews with the applicant will be conducted by the architect. After the conceptual design and outline specifications are completed,the applicant will meet with the Program Coordinator and Planning Department Staff to discuss the proposed improvements and cost estimates. INSPECTION FOR CODE The Department of Code Administration,at the request of the Program COMPLIANCE Coordinator, shall make an inspection of all exterior improvements and file a written report with the Program Coordinator regarding any corrections to be included in the facade improvements. Applicant may then choose one of the following courses of action: • the applicant may elect to proceed • the applicant may decide to with the application based on the withdraw from the program at this general concept developed by the time architect However, any code violations determined to exist on the exterior of the building by the Code Enforcement Officer shall be brought into compliance in accordance to the requirements of the Department of Code Enforcement and Development Services COMMENTS FROM Community groups and interested parties will be provided with the opportunity COMMUNITY GROUPS to review the application and provide comment. The application and accompanying materials will be provided to the staff liaison who will obtain comments from their respective members and pass them along to the Program Coordinator. Comments from community groups and interested parties are advisory in nature. F CRITERIA FOR The application materials, design drawings and comments will be reviewed by the APPROVAL Program Coordinator and Planning Department Staff. The application will be approved or disapproved after considering the following: • the compatibility of the proposed improvements with the overall architectural design goals for the area; • the relationship between the proposed improvements and the general character of the streetscape and other buildings in the area; • the overall impact of the improvements on the appearance and marketability of the building; • the relationship between the improvements and the original architecture or historic significance of the building or area;and • the recommendations of the City staff and/or the architect regarding any of the above and compliance with City codes. After the application is approved,and if no further architectural or engineering plans are required, the applicant may begin to solicit bids from contractors of his or her choice. However,if more detailed drawings or specifications are required, the applicant has the following options: • the applicant may retain the services of the architect who prepared the conceptual drawings, or • the applicant may choose to hire a design professional of his or her own choice. BIDDING OUT THE After the applicant has received at least two bids for each of the approved work PROJECT items, the applicant shall notify the Program Coordinator as to the contractor selected,the contract amount,and the anticipated date of construction. Copies of all bids and proposals shall be submitted promptly to the Program Coordinator. The applicant may not serve as his/her own contractor,unless the following conditions are met: • the applicant/property owner runs a certified construction company/is a certified building contractor; • proof of the applicant/property owner's affiliation with a construction company/building contractor are submitted for review and approval by City staff. PROGRAM Upon City approval of the contractor,a Facade Improvement Program AGREEMENT Agreement will be drafted and will require that all improvements must be completed within 180 days of the date of the Agreement,unless otherwise authorized by the City;and further stipulate that property owners shall be responsible for properly maintaining such facade improvement for a period of five (5) years without alteration unless such changes are submitted for review and approval by the Program Coordinator. A copy of the signed contract for work to be performed shall be made a part of this Agreement. REQUIRED PERMITS Required building permits must be obtained before the work begins. Questions regarding permit requirements should be directed to the City's Department of Code Administration and Development Services. After all necessary permits have been issued,work may proceed. All change orders must be approved by the Program Coordinator and/or the Elgin City Council in writing. PROJECT Upon completion of the project,copies of all bids, contracts, and invoices must COMPLETION be submitted to the Program Coordinator along with contactors waivers of lien (or partial waivers of lien for individual discrete components of work). City staff will inspect the work for compliance with City codes and conformance with the design plans approved for this project. REIMBURSEMENT If all of the requirements listed above are satisfied, a check will be issued from the City to the applicant based on the actual total project cost. Note: payment will be issued only upon completion of all work items as originally approved. Major changes or elimination of certain items in the approved design plan must be approved by a City staff review team. In the event that an application is not approved, the applicant may appeal the decision to the City Council. The applicant shall notify the Program Coordinator,in writing,with a request to appeal within ten working days of receiving notice of the disapproved application. The City Council will hear the appeal and review the arguments from both the applicant and staff. The City Council may vote to uphold or reverse the staff decision. DEFINITIONS FACADE The front or main face of a building or other exterior wall which is visible from a public street STOREFRONT Generally, a storefront can be defined as a 30-foot front measured along the street. ADAPTIVE UsE Rehabilitation of a historic structure for use other than its original use. REHABILITATION The process of returning a property to a state of utility, through repair or alteration,which makes possible an efficient contemporary use while preserving those portions and features of the property which are significant to its historic, architectural and cultural values. RESTORATION The act or process of accurately taking a building's appearance back to a specific period of time by removing later work and by replacing missing earlier features to match the original. RECONSTRUCTION The act or process of reproducing by new construction, the exact form and detail of a vanished building, structure, or object, or a part thereof, as it appeared at a specific period of time REPLICATION Constructing a building so that it is an exact replica or imitation of an historic architectural style or period. CORRESPONDENCE All questions and comments regarding this Program shall be directed to: Program Coordinator 847-931-5910 Community Development Department City of Elgin 150 Dexter Court Elgin, IL 60120-5555 • • PARTIAL RESTORATION PURPOSE The purpose of this component is to provide the participant with an alternative to undertaking a comprehensive exterior restoration project. This program will allow a property owner who is not ready for a full restoration project to make significant positive improvements to the property. ELIGIBLE The following improvements located on facades visible from a public right-of- IMPROVEMENTS way are eligible to be funded by the partial restoration program: • Brick Cleaning • Tuck Pointing • Brick Replacement • Signage • Awning • Window Replacement (second story and above only) • Building Lighting • Painting for Peeling Paint - colors to be approved by City a choice of recommended colors will be offered • Replacement of specific architectural features, such as • cornice,lintels, etc. • Landscaping- reviewed on a case-by-case basis INELIGIBLE The following activities are ineligible for rebate under the program: ACTIVITIES • Roofs not visible from a public right-or-way. • First floor window and door replacement • Bulkhead replacement- unless no further storefront work is needed • Creation of new and/or incompatible architectural features • Repair or replacement of architectural features incompatible with original architecture of structure, such as mansard roofs. APPLICATION Interested persons shall complete a program application,including a non- refundable$50.00 application fee. Applications shall be submitted to: Program Coordinator 847-931-5910 Community Development Department City of Elgin 150 Dexter Court Elgin, IL 60120-5555 Applications will be processed on a first-come, first-serve basis. PROJECT Upon receipt of application and fee, the City will retain an architect to review the ASSESSMENT repairs proposed by the applicant on the subject property. The architect will provide a prioritized list of recommended repairs. Program staff,the architect and applicant will meet to discuss and agree upon repairs to be undertaken. REBATE The rebate is as follows: Center City area: 35 percent of the total cost of improving building facades, to a maximum of$5,000. State and National Street area: 50 percent of the total cost of improving building facades,to a maximum of$5,000. Rebate will be made upon completion of the project and upon providing City staff with copies of paid invoices and all contractors'waivers of lien TYPE OF ASSISTANCE A property owner may participate in the partial restoration program on a one- time basis only. However, the property owner may participate in the comprehensive restoration program at a later time. However,each eligible improvement will be funded by the program only once. CONTRACT WITH CITY The applicant will enter into a contract with the City of Elgin in order to OF ELGIN formalize participation in the program. The contract will set forth the terms of participation. No activity related to the project shall commence until the contract has been executed,unless approved by the City. Acade Improvement Program - Target Area Map a �°n �Y ¢ ID r - PARK 57 Z S A UKIH&I LU ED lu w s E CFq h t Z p :T O 2E 0 O y N n,:E toT FULTON ST PRAIRIE ST t City of Elgin Program Boundaries Facade Improvement Program -Target Area 1. Gail Borden Library W Center City State&National Street 2. Appellate Court Fox River "���- 3. Municipal Building � 4. Civic Center Mb RgaeO 4 h CW Of EWn-ftW W e A*1IbT"d OepM�NfooO 8rutcs.Op1em�1,3D1,ytlatO�'@. FACADE IMPROVEMENT 1 - 6xGL8'3.. NOW NORTH ELEVATION M City of Elgin 150 Dexter Court Elgin, IL 60120-5555 November 2004 PROGRAM INFORMATION F. INTRODUCTION The City of Elgin has committed itself to revitalization of its center city. This commitment manifests itself in implementation of the Riverfront/Center City Master Plan, a blueprint for redevelopment of Elgin's center core area. A vital component to the success of this redevelopment effort is the involvement of private property owners. The City hopes to encourage private investment in commercial buildings of the area through a program which offers financial incentives to businesses to improve the appearance and quality of their storefronts. The Elgin Facade Improvement program is designed to promote improvements to storefronts in the City's center core area. Under the Facade Improvement Program, property owners or business owners within the target area are eligible to apply for grants for work to improve facades of commercial buildings that are visible from a public right-or-way. These grants are provided in recognition of the positive impact that individual facade renovations can have on the overall appearance and quality of their storefronts. TARGET AREA A map indicating the program's target area is attached. The target area is designated as the Center City Area and the State and National Street Area. The building for which assistance through the Facade Improvement Program is sought must be located in the target area. TYPE OF All primary facades generally visible from a public right-of-way,including front and ASSISTANCE sides of the building, are eligible for the Facade Improvement Program. Secondary and Rear facades will also be considered at a reduced level of funding. Improvements must be approved in advance, and each eligible improvement will be funded only once. CENTER CITYAREA 35 percent of the cost of eligible improvements, to a maximum of$100,000,with an additional$50,000 provided to high-impact projects. Minimum Project Cost: $5,000 STATE&NATIONAL 50 percent of the cost of eligible improvements, to a maximum of$50,000. STREETAREA Minimum project Cost: $3,000 OWNERSHIP Eligible applicants may be the owner of a commercial building or the owner of a commercial business in the target area. Business owners who are tenants of a building for which improvements are planned must provide written consent from the building owner for all proposed improvements. The tenant applicant must have at least a five-year lease at the location in order to apply under the program. Documentation in support of these claims must be included at the time of submitting the application. ELIGIBLE The Facade Improvement Program will fund facade improvements located on IMPROVEMENTS facades visible from a public right-of-way ranging from minor repairs and painting to complete facade renovation. Eligible improvements include: • Brick cleaning and tuck pointing,painting, signs,window display area remodeling, exterior lighting, window and/or door replacement,awnings, restoration of original architectural features and other improvements visible from the street and have a positive appearance of the building. Sandblasting of brick will not be funded under the program not will the program participate in any project which includes sandblasting. • Awnings and canopies my be used as a design element if those features are compatible with the original building design and complement the building's architectural features. Mansard roofs and fixed shingle canopies will not be an eligible cost under the program. • Detailed architectural design work is an eligible cost under the program. Architectural services are paid wholly by the City of Elgin. The firm selected will, thus,be working at the direction of the City of Elgin, as the client. • All facades generally visible from a public right-of-way,including front, sides and rear of building, are eligible for the Facade Improvement Program. • Interior work that is required to be completed as a result of storefront and window renovation, such as interior window trim, dropped ceiling reconfiguration,is eligible to be considered under the program. • The construction of new ramps, railings, and other means and devices used to make a commercial building accessible in accordance with the Americans with Disabilities Act (ADA), and located on a facade that is visible from a public right-or-way,is eligible to be considered under the program, as long as it is designed in a manner that continues to maintain the overall character of the building and receives the approval of the design review staff. • In addition to the financial assistance, applicants will receive a conceptual design and an outline work specification prepared by an architect under contract with the city INELIGIBLE The following improvements are ineligible under the Elgin Facade Improvement IMPROVEMENTS Program: • Any work on the exterior of the building that is not visible from a public right- of-way such has flat roofs, etc. • Sandblasting of brick will not be funded under the program nor will the program participate in any project which includes sandblasting. • Interior remodeling (except window display areas, dropped ceiling reconfiguration directly related to exterior facade work). • Purchase of furnishings, equipment, or other personal property which does not become a part of the real estate. • Expansion of structures on the property in the form of major additions to the building and complete new construction of structures. • General site work (re-grading, etc.),work on the sidewalk, driveways,property landscaping, fences, retaining walls, and features and work not directly related to the improvement of the exterior facade of the building. RETROACTIVE Applicants are generally encouraged to apply for funding through the Facade PARTICIPATION Improvement Program prior to commencing work on their properties. However,if work is already begun on the project the following conditions apply: • Ongoing and completed projects,where a retroactive application is submitted in the same calendar year, the City's participation will be reduced by 15% as follows: o Center City component: 20% of the total eligible improvements on the project. o State and National Street component: 35% of the total eligible improvements on the project. Retroactive applications submitted when a project was completed in a previous calendar year will not be funded under the Facade Improvement Program. However phased projects that outline a schedule of phases to be completed in subsequent years will be eligible for consideration by the program. • Second Cost Estimate: For ongoing or completed work,where receipts and invoices are submitted for retroactive reimbursement, the City will obtain a second cost estimate on the work in question from an architect to independently verify that costs/estimates for work already completed or to be completed are valid and to further ensure that the project estimates/costs are well-founded and prudent. The fee associated with the independent estimate will be subtracted from the final grant amount and will not be considered an eli gible improvement cost. SECONDARY Facades other than the Primary front facades on a building will be considered FACADE separately for funding under the Facade Improvement Program. IMPROVEMENTS Secondary facades are those that are on the sides and rears of buildings that are not readily visible from the main street on which the building has frontage. However, facades on the sides of buildings located on corner lots that have frontage onto a main street and are readily visible from the street will be considered primary facades. Secondary facades (including non-readily visible side and rear facades) will be considered at 15% lower than the incentive offered to primary facades as follows: • Center City Area—20% of the total cost of improvements to the subject facade. • State & National Street Area—35% of the total cost of improvements to the subject facade. Note: work to secondary facades may also be funded retroactively based on the suggested reductions in City participation depending upon when the applications were submitted n APPLICATION PROCESS PROCEDURES ADMINISTRATIVE r APPLICATION FORM Merchants or property owners will receive a copy of the Elgin Facade AND FEES Improvement Program guidelines and application form. The completed application should be submitted to the Program Coordinator for processing along with a$50.00 non-refundable application fee. If more applications are received than current funding levels will allow, the City reserves the right to prioritize the applications on the basis of the location of the project, the extent of the work, the level of private funding and the relative impact of the proposed improvements on the area. CONCEPT DESIGN All application materials will be forwarded to an architect selected by the City. DEVELOPMENT The architect will prepare a conceptual design plan and an outline work specification. On-site inspections or personal interviews with the applicant will be conducted by the architect. After the conceptual design and outline specifications are completed, the applicant will meet with the Program Coordinator and Planning Department Staff to discuss the proposed improvements and cost estimates. INSPECTION FOR CODE The Department of Code Administration, at the request of the Program COMPLIANCE Coordinator, shall make an inspection of all exterior improvements and file a written report with the Program Coordinator regarding any corrections to be included in the facade improvements. Applicant may then choose one of the following courses of action: • the applicant may elect to proceed • the applicant may decide to with the application based on the withdraw from the program at this general concept developed by the time architect However, any code violations determined to exist on the exterior of the building by the Code Enforcement Officer shall be brought into compliance in accordance to the requirements of the Department of Code Enforcement and Development Services COMMENTS FROM Community groups and interested parties will be provided with the opportunity COMMUNITY GROUPS to review the application and provide comment. The application and accompanying materials will be provided to the staff liaison who will obtain comments from their respective members and pass them along to the Program Coordinator. Comments from community groups and interested parties are advisory in nature. CRITERIA FOR The application materials, design drawings and comments will be reviewed by the APPROVAL Program Coordinator and Planning Department Staff The application will be approved or disapproved after considering the following: • the compatibility of the proposed improvements with the overall architectural design goals for the area; • the relationship between the proposed improvements and the general character of the streetscape and other buildings in the area; • the overall impact of the improvements on the appearance and marketability of the building; • the relationship between the improvements and the original architecture or historic significance of the building or area; and • the recommendations of the City staff and/or the architect regarding any of the above and compliance with City codes. After the application is approved, and if no further architectural or engineering plans are required, the applicant may begin to solicit bids from contractors of his or her choice. However,if more detailed drawings or specifications are required, the applicant has the following options: • the applicant may retain the services of the architect who prepared the conceptual drawings, or • the applicant may choose to hire a design professional of his or her own choice. BIDDING OUT THE After the applicant has received at least two bids for each of the approved work PROJECT items, the applicant shall notify the Program Coordinator as to the contractor selected, the contract amount, and the anticipated date of construction. Copies of all bids and proposals shall be submitted promptly to the Program Coordinator. The applicant may not serve as his/her own contractor,unless the following conditions are met: • the applicant/property owner runs a certified construction company/is a certified building contractor; • proof of the applicant/property owner's affiliation with a construction company/building contractor are submitted for review and approval by City staff. PROGRAM Upon City approval of the contractor, a Facade Improvement Program AGREEMENT Agreement will be drafted and will require that all improvements must be completed within 180 days of the date of the Agreement,unless otherwise authorized by the City; and further stipulate that property owners shall be responsible for properly maintaining such facade improvement for a period of five (5) years without alteration unless such changes are submitted for review and approval by the Program Coordinator. A copy of the signed contract for work to be performed shall be made a part of this Agreement. REQUIRED PERMITS Required building permits must be obtained before the work begins. Questions regarding permit requirements should be directed to the City's Department of Code Administration and Development Services. After all necessary permits have been issued,work may proceed. All change orders must be approved by the Program Coordinator and/or the Elgin City Council in writing. PROJECT Upon completion of the project, copies of all bids, contracts, and invoices must COMPLETION be submitted to the Program Coordinator along with contactors waivers of lien (or partial waivers of lien for individual discrete components of work). City staff will inspect the work for compliance with City codes and conformance with the design plans approved for this project. REIMBURSEMENT If all of the requirements listed above are satisfied, a check will be issued from the City to the applicant based on the actual total project cost. Note: payment will be issued only upon completion of all work items as originally approved. Major changes or elimination of certain items in the approved design plan must be approved by a City staff review team. In the event that an application is not approved, the applicant may appeal the decision to the City Council. The applicant shall notify the Program Coordinator,in writing,with a request to appeal within ten working days of receiving notice of the disapproved application. The City Council will hear the appeal and review the arguments from both the applicant and staff. The City Council may vote to uphold or reverse the staff decision. DEFINITIONS FACADE The front or main face of a building or other exterior wall which is visible,from a public street STOREFRONT Generally, a storefront can be defined as a 30-foot front measured along the street. ADAPTIVE USE Rehabilitation of a historic structure for use other than its original use. REHABILITATION The process of returning a property to a state of utility, through repair or alteration,which makes possible an efficient contemporary use while preserving those portions and features of the property which are significant to its historic, architectural and cultural values. RESTORATION The act or process of accurately taking a building's appearance back to a specific period of time by removing later work and by replacing missing earlier features to match the original. RECONSTRUCTION The act or process of reproducing by new construction,the exact form and detail of a vanished building, structure, or object, or a part thereof, as it appeared at a specific period of time REPLICATION Constructing a building so that it is an exact replica or imitation of an historic architectural style or period. CORRESPONDENCE All questions and comments regarding this Program shall be directed to: Program Coordinator 847-931-5910 Community Development Department City of Elgin 150 Dexter Court Elgin, IL 60120-5555 FIUMry� PARTIAL RESTORATION C• • r PURPOSE The purpose of this component is to provide the participant with an alternative to undertaking a comprehensive exterior restoration project. This program will allow a property owner who is not ready for a full restoration project to make significant positive improvements to the property. ELIGIBLE The following improvements located on facades visible from a public right-of- IMPROVEMENTS way are eligible to be funded by the partial restoration program: • Brick Cleaning • Tuck Pointing • Brick Replacement • Signage • Awning • Window Replacement (second story and above only) • Building Lighting • Painting for Peeling Paint - colors to be approved by City - a choice of recommended colors will be offered • Replacement of specific architectural features, such as • cornice, lintels, etc. • Landscaping- reviewed on a case-by-case basis INELIGIBLE The following activities are ineligible for rebate under the program: ACTIVITIES • Roofs not visible from a public right-or-way. • First floor window and door replacement • Bulkhead replacement- unless no further storefront work is needed • Creation of new and/or incompatible architectural features • Repair or replacement of architectural features incompatible with original architecture of structure, such as mansard roofs. APPLICATION Interested persons shall complete a program application,including a non- refundable $50.00 application fee. Applications shall be submitted to: Program Coordinator 847-931-5910 Community Development Department City of Elgin 150 Dexter Court Elgin, IL 60120-5555 Applications will be processed on a first-come, first-serve basis. PROJECT Upon receipt of application and fee, the City will retain an architect to review the ASSESSMENT repairs proposed by the applicant on the subject property. The architect will provide a prioritized list of recommended repairs. Program staff, the architect and applicant will meet to discuss and agree upon repairs to be undertaken. REBATE The rebate is as follows: Center City area: 35 percent of the total cost of improving building facades, to a maximum of$5,000. State and National Street area: 50 percent of the total cost of improving building facades, to a maximum of$5,000. Rebate will be made upon completion of the project and upon providing City staff with copies of paid invoices and all contractors'waivers of lien TYPE OF ASSISTANCE A property owner may participate in the partial restoration program on a one- time basis only. However, the property owner may participate in the comprehensive restoration program at a later time. However, each eligible improvement will be funded by the program only once. CONTRACT WITH CITY The applicant will enter into a contract with the City of Elgin in order to OF ELGIN formalize participation in the program. The contract will set forth the terms of participation. No activity related to the project shall commence until the contract has been executed, unless approved by the City. Facade Improvement Program - Target Area Map pO Pf4RK ST c� z S A \ w w 2 4 a o olvls—iolu sr ( 1\ E HI IL uJ w w U N 4- E CHI= z D to :7 2 H- [:]13 m to 9 r , nl ST � PRAIRIES7 FIE] EI City of Elgin Program Boundaries Facade Improvement Program -Target Area 1. Bail Borden Library Center City 2. Appellate Court State &National Street 3. Municipal Building L Fox River 4. Civic Center µy prq-.ete Oily of Bain-DePalnenl or PlaNrp AN[IOFecmw�NCS,Maint-U,3lll,1pda!E OR=.