Loading...
HomeMy WebLinkAbout5.3 Amendments to the Commercial Façade Improvement Grant Programr DUBLIN CALIFORNIA STAFF REPORT CITY COUNCIL Agenda Item 5.3 DATE: February 6, 2024 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SU B.ECT: Amendments to the Commercial Facade Improvement Grant Program Prepared by: Felicia Escover, Special Projects Manager EXECUTIVE SUMMARY: The City Council will consider non -substantive amendments to the Commercial Facade Improvement Grant Program Guidelines to clarify that the installation of non -affixed structures (such as signage) is an eligible use of grant funds and that the program budget should adhere to the limits set during the annual budget process. STAFF RECOMMENDATION: Adopt the Resolution Amending the Commercial Facade Improvement Grant Program Guidelines. FINANCIAL IMPACT: None. DESCRIPTION: In December 2011, the City Council adopted the Commercial Facade Improvement Grant Program as an incentive offered to Dublin businesses and property owners. Through the Program, the City seeks to improve the physical appearance of Downtown Dublin and a portion of Dublin Boulevard. These geographic areas were selected since they consist of a large, highly visible portion of the older building inventory in Dublin. This Program is designed to encourage the retention and attraction of businesses, as well as increase property values, tenant stability, and lease rates for the property. The Program permits commercial property owners or tenant exceeds long-term leases to apply for either: 1) a mini -grant for reimbursement of up to $5,000; or 2) a matching grant, which would provide reimbursement for two-thirds (66%) of eligible project costs, up to a maximum determined by the Fiscal Year budget cycle annually with a requirement that the total cost of the improvement work exceed $5,000. Receipt of a matching grant requires the approved applicant to Page 1 of 2 1 contribute a minimum of one-third of the total cost of the facade improvement costs. Approved applicants are also eligible to receive 10 hours of free architectural design services. In 2016, the Program underwent several amendments, including an increase in the provided architectural assistance from five hours to 10 hours. Since the last revision, City staff have identified non -substantive edits aimed at further clarifying the Program guidelines. These edits involve specifically stating the installation of non -affixed structures (such as signage) is an eligible use, aligning with the Program's original intent. The edits further clarify that the program budget should adhere to the limits set during the annual budget process, ensuring it does not exceed the maximum amount established within the Fiscal Year budget cycle, consistent with the program's original intention when it was created in 2011. Economic Development Committee Consideration On December 19, 2023, the City Council's Economic Development Committee reviewed and discussed the proposed changes and by consensus, recommended City Council approval of the revised guidelines. This recommendation falls under the Committee's purview to provide policy guidance and direction on economic development activities. The Economic Development Committee selects grant awardees on a first -come, first -served basis and makes a recommendation to the City Council for approval. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Amending the Commercial Facade Improvement Grant Program Guidelines 2) Exhibit A to the Resolution - Commercial Facade Improvement Grant Program Guidelines (Clean Version) 3) Commercial Facade Improvement Grant Program Guidelines (Redline Version) Page 2 of 2 2 Attachment I RESOLUTION NO. XX — 24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE COMMERCIAL FACADE IMPROVEMENT GRANT PROGRAM GUIDELINES WHEREAS, the City Council has identified economic development as a priority in the City of Dublin's Strategic Plan; and WHEREAS, on December 20, 2011, the Dublin City Council enacted Resolution 216-11 to establish the Commercial Facade Improvement Grant Program (Program) and subsequently revised the Program on June 21, 2016 through Resolution 103-16; and WHEREAS, the Program extends an opportunity to commercial property owners or long- term lease tenants to seek reimbursement for specific improvements to commercial building facades within the Downtown Dublin Specific Plan area and the stretch of Dublin Boulevard between Village Parkway and Dougherty Road; and WHEREAS, the Program also provides architectural design services to approved applicants for exterior commercial building facade improvements; and WHEREAS, Staff desires to make non -substantive modifications to the Program guidelines, to clarify that the installation of non -affixed structures (such as signage) is an eligible use of grant funds and that the program budget should adhere to the limits set during the annual budget process, ensuring it does not exceed the maximum amount established within the fiscal year budget cycle. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin amends the Commercial Facade Improvement Grant Program Guidelines attached hereto as Exhibit A. BE IT FURTHER RESOLVED that the City Manager is authorized to execute and make any necessary, non -substantive changes to carry out the intent of this Resolution. {Signatures on the following page} Reso. No. XX-24, Item X.X, Adopted XX/XX/2024 Page 1 of 2 3 PASSED, APPROVED AND ADOPTED this 6th day of February 2024, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-24, Item X.X, Adopted XX/XX/2024 Page 2 of 2 4 Attachment 2 DUBLIN I. PROGRAM OVERVIEW Commercial Facade Improvement Grant Program Guidelines The Commercial Facade Improvement Grant Program ("Program") is an endeavor of the City of Dublin to leverage public funds and private investment to enhance the physical appearance and economic vitality of commercial businesses in the Downtown Dublin Specific Plan Area and the segment of Dublin Boulevard between Village Parkway and Dougherty Road. The Program offers two types of facade improvement grants, as well as up to a maximum of ten hours of architectural fees or five hours of design assistance to help cover design costs. The Program runs concurrent to the City's fiscal year schedule (July 1- June 30). The Program features open enrollment; applications shall be considered on a first -come, first -served basis. The long-term objective is to upgrade the Downtown Dublin Specific Plan Area and the segment of Dublin Boulevard between Village Parkway and Dougherty Road by improving the physical appearance of the area, encouraging the retention of existing businesses, increasing property values, tenant stability, and lease rates for the property. The program also seeks to fund improvements that create outdoor dining or gathering spaces to promote activity in the downtown. II. PROGRAM COMPONENTS A. Architectural Design or Design Assistance The City will provide architectural design services to approved applicants, up to a maximum of ten hours, for exterior commercial building facade improvements. The City will also reimburse applicants for the services of a professional designer (for paint/signage/awnings selection) for up to five hours. B. Facade Improvement Grants Mini -Grant - This grant provides for reimbursement of up to Five Thousand dollars ($5,000) for commercial building facade improvements with no match requirement. Projects must be completed within 12 months of grant approval or Building Permit issuance. ii. Matching Grant - This grant provides a reimbursable matching grant of two-thirds (66%) of eligible project costs, up to a maximum determined by the Fiscal Year budget cycle annually. The total cost of the improvement work must be more than Five Thousand dollars ($5,000). Receipt of a matching grant requires the approved applicant to contribute a minimum of one-third of the total cost of the facade improvement costs. Projects must be completed within 18 months of Building Permit issuance. 1 Page 5 Attachment 3 Grant proceeds are to be used for labor and materials directly related to the facade construction. Tools may not be purchased with grant funds, but tool rental is allowable. Program funds are to be used for exterior building improvements rather than simple routine maintenance. All improvements completed through the Facade Improvement Program are "public work" as that term is used in Section 1720 of the California Labor Code. In accordance with Labor Code section 1720 et seq., prevailing wages shall be paid for all facade improvements. Use of volunteer labor is not allowed. All estimates and payments for construction and installation of facade improvements shall include prevailing wages, and shall otherwise comply with the provisions of Sections 1773.8, 1775, 1776, 1777.5, 1777.6 and 1813 of the California Labor Code and all other applicable laws and regulations with respect to prevailing wages. Participants in the program are responsible for ensuring that the improvements are in compliance with the Prevailing Wage Law. Disbursement of grant proceeds to approved applicants will be in a reimbursement payment issued after City deems the project complete, and upon the submission of invoices and proof of payment and subject to approval of those invoices and proofs of payment by City staff. Construction shall be completed within 120 days after the City issued Notice to Proceed. If the project extends beyond the scheduled completion date, prior staff approval is required. This program is primarily geared toward commercial property owners. However, business owners who have long-term leases (five or more years) wishing to participate in the Facade Improvement Program may also apply. Applications for business owners will be reviewed on a case -by -case basis. C. Fee Exemption Applicants for this program are exempt from planning and building permit fees by the City Manager, who is authorized to waive City fees associated with this program. This fee exemption does not apply to fees mandated by the State of California including, but not limited to, the Strong Motion Instrument program fee and the California Green Building fees. III. ELIGIBILITY A. Eli?ible Applicants/Areas Owners or long term tenants* of commercially zoned property located within one of the following areas are eligible to apply for assistance: 1. Downtown Dublin Specific Plan area, or 2. Segment of Dublin Boulevard between Village Pkwy and Dougherty Rd. *Tenants with long-term leases (five or more years remaining on the lease at the time a Program application is submitted) must have the property owner's written consent before any 21 Page 6 Attachment 3 improvements are made. In addition, the grant application must be signed by the property owner. Properties are eligible for grants once every 10 years. B. Eligible Types of Improvements All improvements shall conform to City Building Codes, Zoning Ordinance, and applicable Design Guidelines. Eligible improvements include, but are not limited to: • Removal of old signs, awnings and other exterior clutter • Exterior painting • Repair or replacement of exterior siding (including the construction of new facade elements and architectural details) • Installation of new entry doors that meet ADA accessibility requirements • Installation of display windows • Installation of new canvas awnings over windows and entries • Installation of new signs • Installation of new exterior lighting • Installation of permanent landscaping • Installation of a non -affixed structure, such as signage • Exterior mandatory Title 24 upgrades • Construction of outdoor dining or gathering spaces Additional improvements that are deemed to be consistent with the intent of the program will be reviewed and approved/disapproved on a case -by -case basis by the Economic Development Director. IV. Grant Process A. Submit an application for grant funds. Submit a completed application detailing all exterior improvements and an itemized estimate of the total project cost. Be as specific as possible. The project list may contain improvements beyond what would be funded by the grant. Projects that include conceptual architectural plans shall be considered favorably. All proposed facade projects/remodels must be approved by the Community Development Director prior to being accepted into the program. B. Informational Meeting. Applicants will meet with representatives from Planning & Building to review the entitlement process & building permit process and to answer any questions that the businesses may have. C. City Staff will review grant applications. Staff will review the application with the business owner, discuss the scope of work, determine a timeline and review the remaining process for the grant. D. Council Economic Development Committee will consider request and select grant awardees. Selection preference will be provided to projects which create new outdoor dining and activity spaces. 31 Page Re 7 Attachment 3 E. Grant funds reserved. Upon approval of a grant application, including scope of work and timeline, an agreement will be signed between the applicant and City. F. Planning Approval. If planning approval is required, the applicant is responsible for submitting project plans prepared by a licensed architect through the Planning Division. G. Building Permit Approval. If a Building Permit is required, the applicant is responsible for submitting plans that meet all Code requirements through the Building Division. H. Complete Work. After receiving all required approvals and permits the applicant shall complete the improvements within twelve (12) months for Mini -Grants and eighteen (18) months for Matching Grants. The applicant shall be responsible for contacting City staff to request an extension if necessary. An extension is not guaranteed. I. Submit invoices. receipts. and proof of payment. The applicant shall save all documentation as required and submit within 30 days of project completion or Building permit final. V. FUNDING Funding for this Program is appropriated by the Dublin City Council as part of its annual budget process. There is no guarantee of the amount of funds that will be appropriated each year. Funds for the Program are available on a first come, first served basis. If funds are exhausted at the time of application submittal, staff will retain the application. If additional funds become available, staff will contact applicants in the order applications were received. A. Grant Amounts Eligible property owners or tenants who propose facade improvements can apply for one of two grants. 1. Mini -Grant This grant provides reimbursement for commercial building facade improvements to approved applicants in the amount of up to Five Thousand Dollars ($5,000), with no match requirement. 2. Matching Grant This grant provides reimbursement to approved applicants for a reimbursable matching grant of two-thirds (66%) of eligible project costs, up to a maximum of Seventy Thousand Dollars ($70,000). The total cost of the facade remodel must be more than Five Thousand dollars ($5,000). Receipt of a Matching Grant requires the applicant to contribute one-third of the total cost of the facade remodel, and to document its expenditures. The City of Dublin reserves the right to cancel or modify this Program at any time prior to grant approval, without notice. Continuation of the Program is subject to sufficient funding as appropriated by the Dublin City Council. 41 Page 8 Attachment 3 VI. IMPLEMENTATION WORK All improvements shall conform to the City of Dublin Building Codes, Zoning Ordinance, and applicable Design Guidelines. Proposed facade remodels are required to comply with Chapter 8.104 of the Site Development Review Chapter of the Zoning Ordinance. Project improvements commenced prior to the City's issuance of a Notice to Proceed are not eligible for this Program. City staff will be available to work with approved applicants to assist in the coordination of the project. City staff will carry out periodic inspections. I, have read and received a copy of these guidelines. Printed Name Date Signature 5I Page Re 9 Attachment 3 DUBLIN I. PROGRAM OVERVIEW Commercial Facade Improvement Grant Program Guidelines (Redlines) The Commercial Facade Improvement Grant Program ("Program") is an endeavor of the City of Dublin to leverage public funds and private investment to enhance the physical appearance and economic vitality of commercial businesses in the Downtown Dublin Specific Plan Area and the segment of Dublin Boulevard between Village Parkway and Dougherty Road. The Program offers two types of facade improvement grants, as well as up to a maximum of ten hours of architectural fees or five hours of design assistance to help cover design costs. The Program runs concurrent to the City's fiscal year schedule (July 1- June 30). The Program features open enrollment; applications shall be considered on a first -come, first -served basis. The long-term objective is to upgrade the Downtown Dublin Specific Plan Area and the segment of Dublin Boulevard between Village Parkway and Dougherty Road by improving the physical appearance of the area, encouraging the retention of existing businesses, increasing property values, tenant stability, and lease rates for the property. The program also seeks to fund improvements which that create outdoor dining or gathering spaces to promote activity in the downtown. II. PROGRAM COMPONENTS A. Architectural Design or Design Assistance The City will provide architectural design services to approved applicants, up to a maximum of ten hours, for exterior commercial building facade improvements. The City will also reimburse applicants for the services of a professional designer (for paint/signage/awnings selection) for up to five hours. B. Facade Improvement Grants Mini -Grant - This grant provides for reimbursement of up to Five Thousand dollars ($5,000) for commercial building facade improvements with no match requirement. Projects must be completed within 12 months of grant approval or Building Permit issuance. ii. Matching Grant - This grant provides a reimbursable matching grant of two- thirds (66%) of eligible project costs, up to a maximum determined by the Fiscal Year budget cycle annuallyof Seventy Thousand dollars ($70,000). The total cost of the improvement work must be more than Five Thousand dollars ($5,000). Receipt of a matching grant requires the approved applicant to contribute a minimum of one-third of the total cost of the facade improvement costs. Projects must be completed within 18 months of Building Permit issuance. 1 Page 10 Attachment 2 Grant proceeds are to be used for labor and materials directly related to the facade construction. Tools may not be purchased with grant funds, but tool rental is allowable. Program funds are to be used for exterior building improvements rather than simple routine maintenance. All improvements completed through the Facade Improvement Program are "public work" as that term is used in Section 1720 of the California Labor Code. In accordance with Labor Code section 1720 et seq., prevailing wages shall be paid for all facade improvements. Use of volunteer labor is not allowed. All estimates and payments for construction and installation of facade improvements shall include prevailing wages, and shall otherwise comply with the provisions of Sections 1773.8, 1775, 1776, 1777.5, 1777.6 and 1813 of the California Labor Code and all other applicable laws and regulations with respect to prevailing wages. Participants in the program are responsible for ensuring that the improvements are in compliance with the Prevailing Wage Law. Disbursement of grant proceeds to approved applicants will be in a reimbursement payment issued after City deems the project complete, and upon the submission of invoices and proof of payment and subject to approval of those invoices and proofs of payment by City staff. Construction shall be completed within 120 days after the City issued Notice to Proceed. If the project extends beyond the scheduled completion date, prior staff approval is required. This program is primarily geared toward commercial property owners. However, business owners who have long-term leases (five or more years) wishing to participate in the Facade Improvement Program may also apply. Applications for business owners will be reviewed on a case -by -case basis. C. Fee Exemption Applicants for this program are exempt from planning and building permit fees by the City Manager, who is authorized to waive City fees associated with this program. This fee exemption does not apply to fees mandated by the State of California including, but not limited to, the Strong Motion Instrument program fee and the California Green Building fees. III. ELIGIBILITY A. Eli?ible Applicants/Areas Owners or long term tenants* of commercially zoned property located within one of the following areas are eligible to apply for assistance: 1. Downtown Dublin Specific Plan area, or 2. Segment of Dublin Boulevard between Village Pkwy and Dougherty Rd. *Tenants with long-term leases (five or more years remaining on the lease at the time a Program application is submitted) must have the property owner's written consent before any 21 Page 11 Attachment 2 improvements are made. In addition, the grant application must be signed by the property owner. Properties are eligible for grants once every 10 years. B. Eligible Types of Improvements All improvements shall conform to City Building Codes, Zoning Ordinance, and applicable Design Guidelines. Eligible improvements include, but are not limited to: • Removal of old signs, awnings and other exterior clutter • Exterior painting • Repair or replacement of exterior siding (including the construction of new facade elements and architectural details) • Installation of new entry doors that meet ADA accessibility requirements • Installation of display windows • Installation of new canvas awnings over windows and entries • Installation of new signs • Installation of new exterior lighting • Installation of permanent landscaping • Installation of a non -affixed structure. such as signage • Exterior mandatory Title 24 upgrades • Construction of outdoor dining or gathering spaces Additional improvements that are deemed to be consistent with the intent of the program will be reviewed and approved/disapproved on a case -by -case basis by the Economic Development Director. IV. Grant Process A. Submit an application for grant funds. Submit a completed application detailing all exterior improvements and an itemized estimate of the total project cost. Be as specific as possible. The project list may contain improvements beyond what would be funded by the grant. Projects that include conceptual architectural plans shall be considered favorably. All proposed facade projects/remodels must be approved by the Community Development Director prior to being accepted into the program. B. Informational Meeting. Applicants will meet with representatives from Planning & Building to review the entitlement process & building permit process and to answer any questions that the businesses may have. C. City Staff will review grant applications. Staff will review the application with the business owner, discuss the scope of work, determine a timeline and review the remaining process for the grant. D. Council Economic Development Committee will consider request and select grant awardees. Selection preference will be provided to projects which create new outdoor dining and activity spaces. 31 Page 12 Attachment 2 E. Grant funds reserved. Upon approval of a grant application, including scope of work and timeline, an agreement will be signed between the applicant and City. F. Planning Approval. If planning approval is required, the applicant is responsible for submitting project plans prepared by a licensed architect through the Planning Division. G. Building Permit Approval. If a Building Permit is required, the applicant is responsible for submitting plans that meet all Code requirements through the Building Division. H. Complete Work. After receiving all required approvals and permits the applicant shall complete the improvements within twelve (12) months for Mini -Grants and eighteen (18) months for Matching Grants. The applicant shall be responsible for contacting City staff to request an extension if necessary. An extension is not guaranteed. I. Submit invoices. receipts. and proof of payment. The applicant shall save all documentation as required and submit within 30 days of project completion or Building permit final. V. FUNDING Funding for this Program is appropriated by the Dublin City Council as part of its annual budget process. There is no guarantee of the amount of funds that will be appropriated each year. Funds for the Program are available on a first come, first served basis. If funds are exhausted at the time of application submittal, staff will retain the application. If additional funds become available, staff will contact applicants in the order applications were received. A. Grant Amounts Eligible property owners or tenants who propose facade improvements can apply for one of two grants. 1. Mini -Grant This grant provides reimbursement for commercial building facade improvements to approved applicants in the amount of up to Five Thousand Dollars ($5,000), with no match requirement. 2. Matching Grant This grant provides reimbursement to approved applicants for a reimbursable matching grant of two-thirds (66%) of eligible project costs, up to a maximum of Seventy Thousand Dollars ($70,000). The total cost of the facade remodel must be more than Five Thousand dollars ($5,000). Receipt of a Matching Grant requires the applicant to contribute one-third of the total cost of the facade remodel, and to document its expenditures. The City of Dublin reserves the right to cancel or modify this Program at any time prior to grant approval, without notice. Continuation of the Program is subject to sufficient funding as appropriated by the Dublin City Council. 41 Page 13 Attachment 2 VI. IMPLEMENTATION WORK All improvements shall conform to the City of Dublin Building Codes, Zoning Ordinance, and applicable Design Guidelines. Proposed facade remodels are required to comply with Chapter 8.104 of the Site Development Review Chapter of the Zoning Ordinance. Project improvements commenced prior to the City's issuance of a Notice to Proceed are not eligible for this Program. City staff will be available to work with approved applicants to assist in the coordination of the project. City staff will carry out periodic inspections. I, have read and received a copy of these guidelines. Printed Name Date Signature 5I Page Re 14