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FACADE Committee Minutes 2000 04-05-00Facade Committee Meeting Minutes of 4/5/2000 UNITED CITY OF YORKVILLE FACADE COMMITTEE MEETING MINUTES APRIL 5, 2000 Chairman Scheffrahn called the meeting to order at 7:12 PM. Roll call was taken and a quorum of voting members were present. Mr. Cordogan moved to approve the minutes of the committee meeting of March 22, 2000. Ms. Barrett seconded. On a voice vote, all members present voting aye. Motion carried. A memo regarding staff procedures for administration of the program from Building Department Official, Mr. Dettmer was presented for the committee to review. Mayor Prochaska stated this was a slight variation of the Ordinance, but the ordinance allows for some leeway. He didn't think the committee would want to convene each time a program participant completed their work and submitted their bills requiring action to disburse a pay out of the awarded amount. This would mean multiple meetings to award. Chairman Scheffrahn stated perhaps after this years program was complete the committee could meet at the end of the season and resolve some of these types of issues. In these three cases it is clear the applicants want to follow the recommendation of the committee this may not always be the case. We do need to set some guidelines. It was agreed that the committee would meet in late summer when these applicants have completed their work. We will leave it to Mr. Dettmer to be sure the applicants are following the guidelines set forth for their project. Mayor Prochaska stated they would have to meet for each applicant to authorize the issuance of a check. Each committee member should drive by and check on the project to be sure they have met the guidelines. Chairman Scheffrahn stated they would meet 3 times in the Fall to review each of these projects and be able to more clearly delineate for future projects. They would approve issuance of a check at that time. They would review final invoices, so they 1 Facade Committee Meeting Minutes of 4/5/2000 would have a total amount submitted, and would have the final inspection sheet from the building department. The award will be a percentage with a not to exceed amount for a maximum dollar amount. We will clear up some issues once we have gone through the cycle. Mayor Prochaska stated they would have to make their recommendation subject to the approval of the budget in the future or plan for awards after the budget has passed. This time the budget will be passed next Thursday, so the funds can be awarded. The award of funds will follow the order of how they were outlined in the minutes form the meeting of March 22, 2000 based on priority. This was as follows: 1. St. Joseph Cafe 2. Freeman's Sports 3. Bridge Street Cafe REVIEWS: ST. JOSEPH CAFE St. Joseph's Cafe award was based on being the one most in need of repair which was our first priority. Mr. Cardogan stated we have not documented the shape of the canopy, and should include that in the award to avoid a potential problem. Mayor Prochaska stated in the future the committee should ask for revised drawings. Chairman Scheffrahn stated we need to stipulate what we are looking for also. We have to be consistent for future reviews of similar situations. Chairman Scheffrahn asked for comments by the committee and stated that the St. Joseph project is worthy of support by the committee. They had submitted estimates totaling $17,748.82. 2 Facade Committee Meeting Minutes of 4/5/2000 FREEMAN SPORTS Alderwoman Burd stated Freeman's had come in with the additional estimate for changing the glass blocks windows. She was receptive to the work they had done last year just as the program was getting started. They had submitted a letter last September and then an additional letter recently. They have taken the questionable items off of their bill list of estimates and added the expense for the windows. Ms. Frederick asked if the committee would allow building permit as an allowable expense. The committee agreed that in the spirit of what the City is trying to do, they would review Building Permit expenses on a case by case situation. Regarding the gas meter, since it had to be moved to add the porch, it would be an allowable expense. The survey had to be done for set-back requirements and would be allowed as well. Freeman's has a total of$10,752.55 in eligible work estimates and would be eligible for funds up to $5376.28. Regarding partial payments the ordinance sets out specific guidelines. stating this must be done only in cases where completion of work has been delayed due to weather or something similar. It would be one intermediate payment of 40% if requested in those types of cases only, and cannot be done without cause. Additionally, there can be no payments until after July 1st, and all awards are subject to Budget approval, which is generally mid to late April. BRIDGE STREET CAFE The work to be done here would include lighting, tuck-pointing, removal of the aluminum cornice covering on the top of the building and painting. Cost is uncertain due to the risk of removing the facade and finding more damage than expected. The total submitted is $4443.44, but they are estimating and requesting $10,000. in costs. The committee discussed their allowing a contingency amount in these kind of situations, and all agreed it should be allowed providing the expenses are allowable ones. Bridge Street Cafe would be eligible for funding of$5000. if entire $10,000. is eligible. The priority set is distributing the funds is as follows: 1. Most in need of repair 3 Facade Committee Meeting Minutes of 4/5/2000 2. High visibility 3. Beautification & important business 4 Maintenance AWARD OF FUNDS Chairman Scheffrahn asked for questions and/or comments on St. Joseph's Cafe, with none he asked for a motion. Mr. Cordogan motioned and Ms. Barrett seconded to award St. Joseph's Cafe based on their eligible estimate amounts totaled $17,748.82 awarding 50% not to exceed 8900.00. and including verbiage requiring the straight awning (as discussed with the applicant on 3/22/2000) in keeping with a look from the last 1/2 of the 19th century as part of the award for the purpose of clarity, and contingent on the United City of Yorkville 2000-2001 budget approval. On a roll call vote all voting members present voting aye. Motion carried. Chairman Scheffrahn asked for questions and/or comments on Freeman Sports, with none he asked for a motion. Ms. Barrett motioned and Ms. Byram seconded a motion to award Freeman Sports 50% not to exceed $5400. of eligible funds expended by the applicant, and contingent on the United City of Yorkville 2000-2001 budget approval. On a roll call vote all voting members voting aye. Motion carried. Ms. Barrett questioned the size of signage on the canopies. Chairman Scheffrahn stated lettering was quite large in the 19th century. Chairman Scheffrahn asked for questions and/or comments on Bridge Street Cafe, with none he asked for a motion. Mr. Cordogan motioned and Ms. Byram seconded to award $5000. not to exceed 50% of eligible funds expended by the applicant, and contingent on the United City of Yorkville 2000-2001 budget approval. On a roll call vote all voting members voting aye. Motion carried. There is a six month deadline in completing and having a final inspection from the date of the award. 4 Facade Committee Meeting Minutes of 4/5/2000 Committee agreed to cancel the meeting previously scheduled for April 19, 2000 as not needed. A meeting will be scheduled for the later part of the summer, whenever an applicants project is completed. The meeting will be on a Wednesday at 7:00 PM and notices will be sent to each member. A discussion of the expansion of the program expressed the importance of not excluding residential in the program if expanded. It was agreed that the process would be as follows: 1. Permit 2. Inspection process 3. Submit bills with receipts 4. Request final inspection Ms. Byram motioned to adjourn and Mr. Cordogan seconded. On a voice vote all voting members present voting aye. Adjourned: 9:05 PM Minutes by Sandy Marker 5 UNITED CITY OF YORKVILLE SIGN IN SHEET FACADE COMMITTEE April 5, 2000 PROJECT NAME (PLEASE PRINT!) 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