EDA Agenda 12-12-2018 (Workshop Meeting)AGENDA
WORKSHOP MEETING - ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Wednesday, December 12th, 2018 — 4:15 p.m.
Mississippi Room, Monticello Community Center
Commissioners: President Steve Johnson, Vice President Bill Tapper, Treasurer Jon
Morphew, Tracy Hinz, 011ie Koropchak-White and Council members Lloyd
Hilgart and Jim Davidson
Staff: Jeff O'Neill, Angela Schumann, EDA Executive Director Jim Thares, Jacob
Thunander, Wayne Oberg
1. Call to Order
2. Roll Call
3. Fa�ade Improvement Program — Proposed Projects
4. Questionnaire for CMHP regarding Housing Rehab Program and/or Tax Credit Housing
5. Block 52 Process
6. Other
7. Adj ournment
EDA Agenda - 12/ 12/ 18
4. Workshop - Fa�ade Improvement Pro�ram - Proposed Proiects (JaT, JT)
A. REFERENCE & BACKGROUND
During the August 8, 2018 EDA Regular Meeting, the EDA approved a pilot
program for the Downtown Fa�ade Improvement Grant Program for a total of
$200,000. Property owners on the north side of Block 35 are eligible. The goal of the
program is to "encourage investment in commercial and retail buildings in the
Downtown area in order to maintain the economic viability of the City and the
Downtown/Central Community District."
To date, City Staff have held an initial meeting with Block 35 property owners to
discuss the program. Per the EDA guidelines, property owners were encouraged to
submit a letter of interest to the City. City Staff received six letters from property
owners plus one property owner that voiced interest in the program, but did not
submit a letter of interest. The program gathered 70% interest on the block with one
property owner owning the remaining three parcels.
City staff inet with each of the six property owners and the EDA's consulting
company - the Cuningham Group - to discuss possible building fa�ade
improvements. It was an open dialogue to meet the needs of the property owners and
the goals of the Small Area Study.
Staff have received renderings completed by the Cuningham Group and would like the
EDA to review and discuss the drawings. The EDA should direct staff of any changes
they would like to see to the renderings. Per discussion of the EDA, staff will direct the
Cuningham Group to make any revisions as necessary and then meet with property
owners again to discuss proposed renovations and apply for funds. A flow chart of the
remaining tasks for the program are attached to the report.
C. SUPPORTING DATA
A. Renderings, dated: 12/2018
B. Flow Chart
C. Guidelines
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Initial meeting with Block 35 property owners and
City staff to explain the Facade Improvement Grant
Program.
August 30, 2018
Property owners required to submit a Letter of
Interest to the City.
Meeting with Block 35 owners who submitted a
Letter of Interest, EDA's architectural consultants,
and City staff.
October 26, 2018
Renderings submitted for each interested property
and reviewed by staff.
December 2018
CITY Oi
� Monticello
Property owners, EDA's architectural consultants,
and City staff will meet to discuss and revise
renderings.
Property owners required to obtain two itemized
bids for renovations.
Property owners complete an application indicating
the improvements they will make and the funds
they are requesting from the EDA.
Staff reviews each application for completeness.
The EDA reviews to approve or deny the application
or request revisions.
Approved applicants can begin work as soon as a
grant agreement is signed with the EDA. Contractor
must pull building permits and be licensed.
Applicant must sign contract with contractor and
provide a copy to the City. Title escrow to be
arranged by the EDA.
Following completion of the project, the applicant
must submit a request for payment reimbursement.
Final building inspections must be completed.
Any change orders require EDA approval.
� CITY C�F
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MONTICELLO ECONOMIC DEVELOPMENT AUTHORITY
DOWNTOWN FA�ADE IMPROVEMENT
GRANT PROGRAM GUIDELINES
POLICY PURPOSE
The City of Monticello Economic Development Authority ("EDA") recognizes the need to
encourage investment in commercial and retail buildings in the Downtown area in order to
maintain the economic viability of the City and the Downtown/Central Community District.
The purpose of this grant program is to support a visually and financially appealing
Downtown and greater Monticello community by providing grants to improve the fa�ade of
existing Downtown commercial and retail buildings.
ELIGIBLE BUSINESSES
Commercial property located within the geographic area illustrated in Exhibit A of these
guidelines may be eligible for a Downtown Fa�ade Improvement Grant ("Grant") as further
defined herein. It is the goal of the EDA that 70% of the buildings within the eligible area
complete improvements to their properties. The EDA has allocated a maximum of $200,000 for
the initial Grant program. This is a pilot program, and additional areas and allocations will be
considered at a future date.
GRANT FUND TERMS & CONDITIONS
Grant Structure F� Amount
Individual grants may be made in an amount ranging from $5,000-$50,000. The Grantee must
provide at least 5% of the project cost in cash. The Grantee percentage shall be used as the
project down-payment, as may be required.
Eligibility Requirements
Tenants and property owners should discuss the grant program to determine responsibilities
and commitment for application and its components. The owner of the property must be a co-
signatory to the application and Grant agreement.
The property owner must carry current property insurance both at the time of application and
through completion of approved Grant improvements.
Property taxes on the subject site must be current for the duration of the Grant.
Applicants are not eligible to receive funding if the property to be rehabilitated is in default
under a property mortgage, contract for deed or comparable obligation. An applicant/property
owner is ineligible to receive assistance if currently involved in bankruptcy proceedings.
Applicants may apply for only one Grant per building.
Concurrent Grants F� Loans
The concurrent use of different EDA grant or loan programs by any one borrower or for any
one project is permitted. Business subsidy agreements may be required.
Permitted Grant Uses
Exterior renovation of front and corner side fa�ades of principal use retail or commercial
buildings.
An architectural rendering supplied and paid for by the EDA is required for use in determining
final scope of work in consultation with the applicant and the applicant's selected contractor for
any project. The cost of the rendering is a service of the EDA and shall not be included in the
Grant amount. Architectural renderings will be considered for preparation after initial letter of
interest by an applicant.
Fa�ade renovation may include, but is not limited to: windows, doors, siding, brick, stucco,
masonry, painting, steps, cornices, parapets, shutters, dormers, signage, awnings, and structural
roof components and such improvements shall be guided by the architectural rendering-
Interior side renovation proposals may be considered on a case-by-case basis.
The applicant will work with a contractor to define final selected improvements using the
architectural rendering as a guide. The architectural rendering with final selected
improvements must be reviewed and approved by the EDA and will be included in final Grant
documentation. The improvements must be completed in substantial conformity to the
approved architectural rendering.
The cost of the building permit for the approved Grant project will be included in the final Grant
amount.
CONSTRUCTION AND IMPROVEMENTS CODE COMPLIANCE
As applicable, buildings for which public funds will be used within this program are to be
brought into conformity with city ordinances and state building codes in effect for the area in
which the building is located. It is the intent of the Downtown Fa�ade Improvement Grant
Program to comply with the City's building standards for the Downtown/Central Community
2� °���
District (CCD). Please refer to the City's Downtown Small Area Plan and zoning ordinance for
complete details as it relates to the standards governing this program's design guidelines.
TIMING OF PROJECT EXPENSES
No project may commence until the EDA has approved the Grant application and the Grant
agreement. Any costs incurred prior to execution of the Grant agreement are not eligible
expenditures.
No building construction may commence until the required city permits are secured.
Grant disbursements shall be as provided for within the Grant agreement and shall be made
directly to the grantee/owner's contractor. The Grant agreement shall reference final contracts
for improvements.
COMMUNICATION
Success of the project depends on the completeness of applications and good communication
between all parties. Applicants should feel free to reach out to EDA staff with any questions at
any time.
PROCEDURAL GUIDELINES FOR APPLICATION AND APPROVAL
The applicant shall meet with city staff to obtain information about the Grant program, discuss
the project, and obtain application forms.
The applicant shall complete and submit a letter of interest to the EDA. After review, the EDA
will consider authorization of the facade rendering by the EDA's architectural consultant. Once
the architect and applicant have completed the rendering process, the applicant must submit a
formal application to the EDA for review.
Applications will be received and reviewed on a first-come, first-served basis from the time of
submission of a complete application.
An inspection of the building may be required.
The EDA is a governmental entity and as such must provide public access to public data it
receives. Data deemed by Applicant to be nonpublic data under State law should be so
designated or marked by Applicant. See Minnesota Statutes, Section 13.591, Subd. 1 and 2.
The formal grant application will be reviewed by EDA staff to determine if it conforms to all
city policies and ordinances, and will be presented to the EDA for formal approval, as follows:
1. Staff will complete a preliminary application review and may consult with the EDA's
Financial Advisor and/or EDA Attorney in preparing a report for EDA consideration.
2. Staff will evaluate the project application in terms of the following:
3 � °���
a. Project Design - Evaluation of project design will include review of
proposed activities, project construction and renovation plans including architectural
rendering and final building elevations detailing selected improvements, time lines
and capacity to implement the project.
b. Financial Feasibility - Availability of funds, private investment, financial
packaging and cost effectiveness, and bid-quote submissions.
c. Evidence of applicant's ability to meet the 5% cash requirements.
d. Letter of Commitment from other financing sources stating terms and conditions
of their participation in the project, if applicable.
e. All other information as required in the application and/or additional
information as may be requested by the EDA staff.
f. Project compliance with all applicable city codes and policies.
The EDA Commissioners will review each application in terms of:
a Its consistency with the goals of the city's Comprehensive Plan and Downtown
Small Area Study.
b. Whether it is desirable and in the best interests of the public to provide funding
for the project.
c. The project's overall potential impact on the community's economy.
4. The EDA Commissioners will approve or deny the application, or request a
resubmission with clarifications, at the EDA's sole discretion.
APPROVAL OR DENIAL OF GRANT APPLICATION
The EDA, at its sole discretion, may deny any application if it is found not consistent with the
goals of the city's Comprehensive Plan and Downtown Small Area Study, the project's overall
impact on the community's economy, and the above criteria.
GRANT POLICY REVIEW
The above criteria will be reviewed on an annual basis to ensure that the policies reflected in
this document are consistent with the economic development goals set forth by the city.
COMPLIANCE WITH BUSINESS SUBSIDY LAW
All developers/businesses receiving financial assistance from the City of Monticello EDA shall
be subject to the City's Business Subsidy Policy as amended, and the provisions and
requirements set forth under Minnesota Statutes, Sections 116J.993 to 116J.995.
GRANT AGREEMENT
If the application for a Grant is approved, the applicant/property owner will be required to
enter into a Grant agreement to proceed. The Grant agreement will specify the terms and
conditions of the Grant as identified herein.
4� °���
DISBURSEMENT OF GRANT FUNDS
Upon approval of a Grant application, applicants are required to provide executed contracts
with qualified, licensed contractors for work per the approved Grant plans. Contracts shall be
consistent with the procedures and requirements herein.
Grant funds will be disbursed to the contractor based on completion of work as outlined below.
The City's Chief Building Official will verify completion of work. Upon verification of
completion, payment will be dispersed per contract amount for the work completed based on
submitted invoice.
PROJECT CONTRACTOR PROCEDURES AND REQUIREMENTS
A. PARTICIPATING CONTRACTORS: All contractors participating in the
Downtown Fa�ade Improvement Grant Program must have a contractor's
license on file with the Minnesota Department of Labor and Industry. The
contractors will be responsible for securing insurance of the amounts specified
on the application form. The application must contain proof of insurance
coverage via a Certification of Insurance Coverage, and the contractor's
registration and license number and bond.
B. BID/QUOTE SOLICITATION: To participate in the Downtown Fa�ade
Improvement Grant Program, the applicant must solicit bids or quotes from at
least two vendors. An applicant is free to choose any contractor, provided the
license requirements are met and the cost differential in the quotes received
does not exceed 20%.
C. CONTRACTOR CONTRACT: The contract for work is between the property
owner (applicant) and the contractor. Each selected contractor will enter into a
contract with the property owner. The contract will outline the terms for
completion of the rehabilitation on the project and will include the following:
1. Scope of Work
2. Project Start Date;
3. Project Completion Date;
4. General Conditions;
5. Building Elevations and Architectural Drawings;
6. Special Conditions;
7. Project Warranties;
8. Change Order Procedures;
9. Payment Terms;
10. Termination Procedures.
D. FAILURE TO START/COMPLETE PROJECT: Upon approval of the Grant
agreement, the applicant and selected contractor will have 180 calendar days in
which to complete the contracted work. The 180-day time period shall not be
exceeded except through the issuance of a change order. Failure to complete
any work within 180 days will be grounds to terminate the Grant agreement.
E. PAYMENT PROCEDURES: All contractors will agree to the payment schedule,
which is as follows:
1. Pre-payments for contracted services may be disbursed from an escrow
account established with the EDA's specified agency. Such escrow account
shall be administered per the Grant agreement.
2. Lien waivers are required for all contractors and sub-contractors before
payment will be made.
3. Final payment for work completed, including any retainage amounts, will
be made after work by a contractor is completed with verified receipts and
costs incurred, the final inspection has been conducted and the Chief
Building Official, property owner, and contractor have signed off on the
work.
F. CHANGE ORDERS: Change orders to the approved Grant project require the
approval of the EDA. Change orders will be allowed only for the following
reasons:
1. To rectify hidden deficiencies that are discovered once the work has begun.
2. To change a specification due to unforeseen difficulties arising after work
has begun.
3. To address a deficiency that was inadvertently dropped from the project
during project packaging.
4. To change completion dates.
PROJECT COMPLETION
The city's Chief Building Official will complete a final project inspection and issue a Certificate
of Completion verifying project completion per the approved Grant plans.
EXHIBIT A
Geographic Program Limits
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EDA Agenda: 12/12/18
4. Consideration of Discussion of 2019 EDA Workplan (JT)
A. REFERENCE AND BACKGROUND:
At the November EDA Workshop Meeting the EDA suggested that a list of questions be
developed that can be used to guide future discussion meeting with CM�Il' staff regarding
the concept of a Low Income Housing Tax Credit (LIHTC) proj ect in Monticello and/or
pursuit of Small Cities Development Program (SCDP) grant funds from MN-DEED for a
housing rehabilitation program. The list of questions is attached as Exhibit A.
B. ALTERNATIVE ACTIONS:
No Motion needed; Discussion only
C. STAFF RECOMMENDATION:
None; Discussion only. Staff is asking the EDA to discuss questions and add more in order
to establish a framework that will help in better understanding the complete field of
opportunities and challenges and players related to housing activities such as a LIHTC
proj ect or a owner occupied rehabilitation program.
D. SUPPORTING DATA:
A. Draft List of Questions for CM�Il' Discussion
Questions for CMHP:
1. Explain in more detail the tax credit housing program process/application.
a. What are awards based on? What are "points" awarded for?
2. Explain who the target or qualified population is for the rehab and tax credit programs? Income
limits, etc —family vs single? Understanding is that 100% are income qualified.
3. Is the tax credit housing development program available only for rental projects? Would CMHP
be interested in an owner-occupied in Monticello?
4. Given what CMHP understands about the housing stock in Monticello, is there a feel about
whether rehab or tax credit program would be more successful?
5. What projects have the best chance of success in a tax credit housing project (Redevelopment?
New development?)
6. Is there an ideal size of project area for rehab project?
7. If the City were to offer either a) match or b) companion rehab loan program with city dollars, is
one better than the other, both?
8. Can CMHP do a deeper dive into the value/block area info to match up with windshield survey
to come up with "most ideal" project area?
9. Photo examples of projects?
Other:
City staff needs to provide housing funds available for use on a CMHP partner project.
EDA Agenda: 12/12/18
5. Consideration of Discussion of Block 52 Development Proposal Review Process (JT)
A. REFERENCE AND BACKGROUND:
Staff would like to review ideas regarding the process for development proposal reviews
at the December Workshop. EDA feedback will help in finalizing the concept approach.
Details will be provided at the meeting.
B. ALTERNATIVE ACTIONS:
No Motion needed; Discussion only
C. STAFF RECOMMENDATION:
None; Discussion only. Staff is asking the EDA to discuss the concept process and direct
adjustments as needed. At this point in time, there are several developers who are
interested in pursuing a proj ect in Block 52.
D. SUPPORTING DATA:
None