35  TOWN OF HUDSON SPECIAL MEETING  July 6, 2017 In Attendance:  Members Present: Mayor Janet Winkler, Commissioners: Larry Chapman, Tony Colvard, David Irvin, Others Present: Town Manager, Rebecca Bentley, WPCOG Representative, Sherry Long, Special Guest- CCC & TI Instructor, Rick Shew, Town Clerk, Tammy Swanson and Town Attorney, Carroll Tuttle  Ann Smith, Carl Wagner and Bill Warren  Call to Order:  Janet Winkler called the Special Meeting of thel Board to order, and stated that the purpose of the meeting was to discuss long range planning fori improvements to the HUB. Carl Wagner led the audience in the  opening prayer.  Discuss Time Line for Improvements: improvements and changes for the HUB. Janet reviewed the following:  Janet stated that she would like for the Board to develop a timeline of where we go from here with  Lease. Agreement with the Caldwell County School Board (Horizon's Building) - Carroll drew up a lease agreement and there was a consensus among the Board Members to go forward with the option ofa Carroll presented al lease agreement that was drawn up based on the Board's directives, and briefly  lease. Rebecca presented copies of the lease agreement for the Board to review.  reviewed the following items from the agreement.  Renews every 10 years unless one of the parties does not want to renew  Town would pay $1 per year lease- and would pay all maintenance and upkeep of the leased  premises.  Insurance would be the Town's responsibility  Any Subletting would have to be agreed tol by thel lessor in writing. Things installed by the Town would remain property of the' Town. Default-ifTown does not maintain or insure properly.  Carroll stated that thei new attorney for the School System is Destin Hall, and he would be working Thel Board reviewed thel lease agreement, making the following comments with suggestions about  withl him on thel lease agreement. possible changes:  Rebecca asked if there would be a way to get out of the lease before 10 years ist up.  Carroll stated that it isnot written in the lease, but there would probably be a way for the Town to get Rebecca asked if the School Board could do the same - get out of the lease before 10 years is up.  out of thel lease before thet term is completed.    36  July 6, 2017 Special Meeting  Carroll stated the Town would have tol be notified a certain time period before this could happen. Janet stated that as far as letting them always know about alterations and improvements - maybe we  could just make them aware of what we changed.  Rebecca stated that she is not sure: if the mobile classrooms will stay or not.  Carroll stated thati if the mobile classrooms do not have titles, they are considered part of the David asked if the' Town does sublease spacei in the building, does the' Town get the: rent money or the  property. School Board.  Janet stated that the' Town would get the rent money. recommended that this be reflected in thel lease.  Rebecca commented that the School Board does not want the building used as a school, and she Carroll stated that he would make the requested amendments to the proposed lease, and get copies to Grant Application - Sherry Long (WPCOG Representative) discussed the ARC Grant Application for improvements to thel HUB. Sherry stated that the grant basically covers improvements to the 2 floor of the HUB, with the major expense being the installation of an elevator. Sherry commented that ai major part of the grant is having the facility remain open after the improvements are made, and the HUB is already open. Sherry stated that thei match for the granti is $117,000, and the Town would have two years to get the funds. Sherry commented that the' Town would have to show thati itl has the funds set aside for  the Board for review.  the match.  Ann asked if the main reason for the grant is for the installation of an elevator.  Rebecca stated that the main reason for the grant is not for the elevator. The elevator is, however, the  most expensivei improvement being made through the project. Bill asked if the Town could refuse the grant after it is awarded.  Sherry stated that you can refuse the grant; however, you: may not have an offer for another grant in the near future after the refusal. Sherry stated that she will probably know by September if the grant is being considered. Then by the first of October, she should know ift there are any problems with the grant. Sherry commented that she needs to get letters from potential artists that are interested in renting Rental Space - Ann stated that in her opinion, the renters need to fit the criteria of what would be found  space at the HUB. in an arts center.  Rick Shew commented that the incubators for ASU at the CCC & TI campus stay full.  Ann reviewed her plans for the arts center: (3Phases)  2nd floor - clean out rooms Update heating and air  Paint  Page 2    37  July 6, 2017 Special Meeting  Rent at least 5 spaces to artists  An art instructor at CCC & TI has agreed tol be involved In] later phase - add galleries and dance studios, etc.  Janet stated that Sherry needs directive from the Board on how to proceed with the grant.  Motion: (Larry Chapman/Ann Smith) to go forward with the grant based on thei information we have  available on the project at this time. Unanimously approved.  Façade Grant Program:  Rebecca stated that the Façade Grant Program was approved by the Board as a part of the 2017-2018 Budget. Thel buildings considered for the grant willl be mainly in the Central Business zoning district or the  downtown area. Rebecca presented the following information for the program. Town of Hudson: Facade Improvement Grant Program  SOURCE OF FUNDS  The program is funded through an appropriation in the annual general fund budget by the Town  ofHudson Board of Commissioners (Board).  OBJECTIVE AND PURPOSE  1. The objective of the program is to improve the facades of downtown buildings sO that after completion of work, citizens will notice ai marked improvement in the appearance of the 2. The purpose of the program is to provide an economic incentive (financial assistance) to:  buildings.  a. Promote storefront rehabilitation in the downtown area; b. Preserve the unique character of downtown's historicl buildings;  Encourage aesthetic compatibility for improvements to facades of non-historic d. Encourage the use of quality materials, good design, and workmanship in the e. Make improvements that produce a highly visible contribution to downtown Hudson.  structures;  rehabilitation of downtown properties;  ELIGIBILITY  1. Afaçade is defined as an individual storefront or commercial building side which facesa publici right-of-way or is otherwise visible to the general public from the street. A façade is the face of a building, especially the principal front that looks onto a street or open space. 2. - Commercial buildings must be zoned Central Business and located within the designated 3. Owner or tenants are eligible to apply; however the owner must sign the application.  Project Area (see attached map).  Page 3    38  July 6, 2017 Special Meeting  GUIDELINES  1. All rehabilitations must:  a. Meet thel North Carolina State Building Code and Zoning Ordinance: requirements of the Town of Hudson. All applicants must consult with the Town's Zoning b. Applicants are encouraged to. Follow the U.S. Secretary of thel Interior's Standards for  Administrator prior to completing an application. Rehabilitation if applicable (see attached).  2. Approved types of rehabilitations include:  a. Safe cleaning of brick/stone fronts or wall surfaces. This includes chemical stripping, water wash or scraping. No sand blasting is allowed. Chemical striping is not appropriate for historic properties (please see item seven U.S. Secretary of The  Interior's Standards for Rehabilitation). b. Masonry repair, mortar joint repair, re-pointing of brick. Re-painting and patching of façade walls. d. Repair/replacement of windows and/or doors.  e. Removal of siding and exterior false facades and metal canopies. f. Repair, reconstruction, and/or replacement of original architectural details.  Installations of canvas-type awnings. h. Structural and cornice repair and/or replacement. Railings, ironwork repair or addition.  Historic reconstructions, rehabilitation or compatible reconstruction of a store front.  k. Landscaping including sidewalks and plantings.  Murals.  m. Installation/replaceplacement/repair of exterior lighting and appropriate signage including  structures or frames that contain or hold a sign. a. Improvements made prior to grant approval. b. Interior chablisatomimprovemes Construction of false fronts. Demolition of historic features.  3. Ineligible projects include:  d. Blocking up of windows ori installing storm/vinyl windows and doors. Roof and chimney repair and construction of mansard roof. Materials inappropriate to the original structure or nearby structures.  Page 4    04  July 6, 2017 Special. Meeting  INTENT AND GUIDANCE  1. Rehabilitation of structures in the downtown district should respect and reflect the architectural integrity of the entire building and retain those elements that enhance the 2. Priority is given to rehabilitation projects that notably and visibly improve downtown 3. This] program is to aid substantial investments to improve the aesthetic qualities of al building 4. Façades should bei inl harmony with the character of the Downtown and in coordination with 5. Use colors that are compatible with other buildings and that are true to the style and age of 6. The' Town reserves the right to withhold the approval of a grant application if the color, design, sign design or other façade component is not deemed appropriate tot thel historic  building. facades.  as well as protect it for the future.  the shape, color and design of adjacent facades.  the structure.  integrity of the structure and/or thel Downtown as a whole.  GRANT AWARD  1. Grant award amounts are at the discretion of the' Town.  2. Decisions may be based upon, but not limited to, size, project cost and amount of available 3. Qualifying projects are eligible for a grant at a minimum of fivel hundred dollars ($500) but not more than *two thousand fivel hundred dollars ($2,500) per building on a fifty/fifty (50/50) matching, reimbursement basis.. At the discretion of the Town and based on applications received, larger grants may be considered on a case by case basis. Larger grants can only be 4. At least two (2) project cost estimates must be submitted with the application. Ifboth estimates are deemed equal (in regards to quality of materials used, etc.) only fifty percent (50%) of the lowest estimate willl be granted, regardless of which bid is accepted by the 5. The grant amount shall be determined at time of application approval and paid when the 6. The work must be completed within three (3) months of application approval;however, the owner: may request one extension for two (2) months based upon compelling valid reasons 7. The façade improvement must stay inj place for three (3) full years from the date of completion. Ifnot, the grant amount for that project must be repaid in full.  funds.  considered when investment isi in al larger than $5,000.  building owner. project is completed.  for the delay. Extensions are discouraged.  DECISION PROCESS  Page 5    42  July 6, 2017 Special Meeting  1. Applications will be reviewed for completeness and compliance with the criteria abovel by either Town Manager, Zoning Administrator, or the' Town Manager's designee. Incomplete applications will be returned to the applicant. Complete applications will be reviewed bya Façade Grant Committee (FGC) consisting of The Town manager or his/her designee;a representative on and appointed by the Town Planning Board; a Town Commission Member (appointed by thel Mayor) and, a representative appointed by and on the Hudson Community Development Association. Upon review the Façade Grant Committee will 2. Ift the application is not approved, a meeting can bes scheduled with the applicant and' Town staff to refine the proposal to enable it to qualify if possible. If other, more appropriate applications are pending, they will takej precedence; however, efforts willl bei made tol help 3. An notification letter or email will be sent to applicants explaining approval or denial.  make recommendation. to the Board for approval.  applicants succeed.  a. Denied applications may be improved/corrected and re-submitted for  consideration. If the revised/corrected application is also denied, the applicant can appeal the denial of the grant award to' Town Commission via the' Town Manager.  4. Ifawarded, the applicant and owner must accept the contract/grant agreement before work  begins.  5. Applicant must obtain necessary zoning and building permits if applicable.  6. Applicant may then begin work.  7. Upon completion of work, applicant must submit any documents evidencing payment required by the" Town including, but not limited to, receipts of payment, canceled checks, contractors payment receipts and lien waivers, to the Town of Hudson. 8. FGC will inspect work for conformance with the approved application.  9. Ift the work is accomplished in accordance with the agreement and grant requirements, then the Town shall reimburse the applicant for 50% of the actual project costs or the approved  grant amount, whichever is less.  Designated Project Area Map: B1 and B2 Zoned Properties  2 -  Page 6    41  July 6, 2017 Special Meeting  *Only properties highlighted in red and zoned CB on the map above are eligible participants. If unsure of eligibility, Town staff can confirm eligibility. Foranya additional information, please contact Town Hall at (828)  728-8272.  U.S. SECRETARY OF THE INTERIOR'S STANDARDS FOR REHABILITATION  1. Aj property shall be used fori its historic purpose or be placed ina a new use that requires minimal change tot the 2. Thel historic character ofa aj property shall be retained and preserved. The: removal of historic materials or alteration 3. Each property shalll bei recognized as aj physical record ofi its time, place, and use. Changes that create a false sense ofl historical development, such as adding conjectural features or architectural elements from other buildings, shall 4. Most properties change over time; those changes that have acquired historic significance in their own: right shalll be 5. Distinctive features, finishes, and construction techniques or examples of craftsmanship that characterize al historic . Deteriorated historic features shalll bei repaired rather than replaced. Where thes severity of deterioration requires replacement ofa a distinctive feature, thei new: feature shall match the old in design, color, texture, and other visual qualities and, where possible, materials. Replacement ofi missing features shalll be substantiated by documentary, 7. Chemical or physical treatments, such as sandblasting that cause damage tol historic: materials shall not! be used. Thes surface cleaning of structures, ifappropriate, shalll be undertaken using the gentlest means possible. 8. Significant archeological resources: affected by ap project shall bej protected and preserved. Ifsuch resources: must 9. New additions, exterior alterations, or related new construction shall not destroy historic materials that characterize the property. Thei new works shall! be differentiated from the old and shalll be compatible with the massing, size, scale, and architectural features toj protect thel historic integrity of thej property and its environment. 10. New additions and adjacent or related: new construction shalll be undertaken in such ai manner that ifr removed in thef future, thee essential. form andi integrity oft thel historic property andi its environment would be unimpaired.  defining characteristics oft thel building andi its site and environment. off features and spaces that characterize a property shalll be: avoided.  notl be undertaken.  retained and preserved. property shall bej preserved.  physical, or pictorial evidence.  bec disturbed, mitigation: measures: shalll be undertaken.  Rebecca stated that currently, qualifying projects are eligible for a grant at ai minimum of $500 but not more than $1,000 per building. She suggested, however, that the maximum be changed to $2,500 since the total  money allotted is $5,000.  Page 7    42  July 6, 2017 Special Meeting  Larry asked if the Fairway Shopping Center isi included in the Façade Grant project area.  Rebecca stated that the Shopping Center: is in the project area. Rebecca also commented that a Façade Grant Motion: (Bill Warren/Larry Chapman) to adopt the Façade Grant Program with a maximum of $2,500 per Note: Applications for the program will be available on the' Town's website and at the' Town Hall.  Committee will be formed to oversee the program.  building on the 50/50: matching reimbursement basis. Unanimously approved.  Adjournment:  Motion: (Larry Chapman/Bill Warren) to adjourn the meeting. Unanimously approved.  Banw@ls Tamra' T. Swanson, Town Clerk  Page 8