TOWN OF DUCK
COMMUNITY IMPROVEMENT COMMITTEE
INITIAL MEETING
April 26, 2005
The Community Improvement Committee for the Town of Duck convened at the Duck Municipal Offices at 9:05 a.m. on Tuesday, April 26, 2005.
MEMBERS PRESENT: George Grinnan, Allen Lehew and Lisa Mann.
OTHERS PRESENT: Planning & Zoning Administrator Suzanne Cotellessa and Administrative Assistant Sandy Cady.
The meeting was called to order at 9:05 a.m.
Planning & Zoning Administrator Sue Cotellessa requested that the Committee move to defer review of the minutes from March 26, 2005 since the minutes had not been included with their agenda package. She noted however from her review of the minutes that the Committee had decided to accept nominations for the Community Appearance Awards through March 1, 2006 and that still needed to be added to the final draft documents.
Member Grinnan moved to defer approval of the minutes, and Member Lehew seconded the motion.
Motion carried 3-0.
Additionally, Ms. Cotellessa indicated that the Resolution establishing this Committee required the Committee appoint a Chairman. Member Grinnan and Member Lewhew each moved to nominate Member Mann as Chairwoman.
Motion carried 3-0.
Review of Final Village Improvement Program (for submission to Town Council)
Planning Director Cotellessa indicated that the revisions discussed at the last meeting are now noted in red. If the Committee approved these changes, the draft would then be forwarded to Town Council for their approval before distribution.
Chairwoman Mann was unclear about the execution of a contract with the Town prior to receiving approved funds under the neighborhood project parameters and the execution of a contract.
Ms. Cotellessa explained that the Town would draft a form that detail a clear written commitment between the Town and the applicant once funding is approved.
Chairwoman Mann also recalled discussing the ability to begin work once the application was submitted and prior to approval of funds with the understanding that funds may not be granted.
Ms. Cotellessa indicated that the contract would be executed prior to receiving funds not prior to beginning the project.
Member Lehew questioned whether there was room for more than one project per property. Ms. Cotellessa stated that it is not specified so that would be up to the discretion of the Committee.
Chairwoman Mann suggested that they leave it open for now.
Member Lehew asked about deadlines in terms of project completion.
Planning Director Cotellessa directed the Committee to page 3 under Eligibility, the last bullet specifies that projects should be completed within the time period specified in the contract. The terms of the contract hold the applicant responsible for their end of the project.
Member Lehew asked what would happen if expenses came in lower than the original approved grant.
Ms. Cotellessa indicated that they would never pay more than 50% of the funding. She would expect the contract would be designed much like the grant contracts with the State which make funding proportional.
Member Lehew noted that some towns waive permit fees in these circumstances.
Planning Director Cotellessa indicated that was certainly something the Committee could consider.
There was a brief discussion about signage and the transition between the old “wild west” and dealing with the new sheriff in town.
Ms. Cotellessa explained to the Committee that some time ago the idea of “carrots and sticks” came before Council; laws and fines being the sticks and these types of incentive programs being the carrot. She further explained that she is planning to do a four part communication with the business community about signs, lighting, the rules and the grant program once everything has been approved. Additionally, everything will be put up on the website so it is readily accessible.
Chairwoman Mann indicated that the website is fantastic and is very well run, but if you do not go to it, you don’t know what’s there.
Ms. Cotellessa commented that even when you personally hand deliver information to the businesses, you do not always get the message to the owners, depending on the time of year.
Chairwoman Mann suggested attaching a cover sheet to the hand outs with green money symbols and a few words stating the Town of Duck wants to give merchants money. At least then, the employees may get the message to the owners.
Planning Director Cotellessa offered some words of caution. She noted that this was going to be a rough budget year. The Town, along with the rest of the Outer Banks, is in the middle of a revaluation of properties, and there is a great deal of fear about tax increases. Council has also just put in place several big projects that are proactive; Duck Trail, the Municipal Property and this Community Improvement Program. With all of this occurring at the same time, from a public perception point of view, the Committee needs to be circumspect in the way they advertise and educate about this program. Ms. Cotellessa suggested perhaps a better choice of words might be “Duck wants to give back to community.”
Member Grinnan had a question regarding the funding permitted for architectural design fees.
Ms. Cotellessa explained that up to $1,000.00 in architectural design fees may be included in the total cost of eligible improvements; not the grant but rather the cost of the improvements.
Chairwoman Mann asked if the Committee would specify what grant funds would be applied to particular aspects of a project.
Planning Director Cotellessa indicated that was not how she envisioned the process. She expected the Committee would decide on the total amount of funding and the contract would have the percent of the total cost that the Town would support but that would not be broke down into individual subcategories.
Ms. Cotellessa indicated that if the Committee felt comfortable with the changes, she would prepare the final draft for Council approval.
Member Grinnan made a motion to recommend approval to Town Council the Village Improvement Program Description as amended in the draft dated April 26, 2005.
Chairwoman Mann seconded the motion.
Motion carried 3-0.
Review of Final Community Appearance Awards Program (for submission to Town Council)
Planning Director Cotellessa noted that the blank space under Submission Requirements and Deadline should been changed to reflect a deadline of March 1, 2006 based upon discussions at their last meeting.
Chairwoman Mann made a motion to recommend approval to Town Council of the Community Appearance Awards Program as amended in the draft dated April 26, 2005 and further amended this date.
Member Lehew seconded the motion.
Motion carried 3-0.
Review of Draft Application Forms
Planning Director Cotellessa explained the first application the Committee had was the Grant Application and she further noted that the second page would be used for the Committee and staff use only when the applications were received. Ms. Cotellessa indicated that she would provide the applications with a cover sheet to each of the Committee members approximately a week before each meeting.
She asked if there was anything they felt was missing from the application.
Ms. Cotellessa and Member Lehew both agreed that they may need to make changes as they go along.
Chairwoman Mann thought additional detail beyond just materials and labor might be appropriate in the case of work done privately.
Ms. Cotellessa clarified that Chairwoman Mann was looking for an itemization of expenses, and suggested that the Committee could require a separate budget page, but she was trying to keep it simple and on one page.
Planning Director Cotellessa suggested that they add language requiring a detailed description with itemized cost of work that will be done privately to get at Chairwoman Mann’s concerns. This will also make the applicant sit down and think about it before they submit their application.
It was clarified that the Committee would be meeting every 60 days, explaining the basis for the last paragraph of the application which indicates that applicants would be notified of the results of their application once the Committee has made a decision – generally within sixty to ninety days.
The discussion moved on to the Community Appearance Nomination form.
Member Lehew questioned whether a telephone number, name of property owner and a contact number should be required.
Planning Director Cotellessa explained to the Committee that on many of the forms she reviewed, the name of the property owner was required along with their signature, phone number, etc. As a visitor to this community, that information may not be readily available, however and individual may want to submit a nomination. She indicated that she expected Town staff would secure the property owner information and authorization.
Ms. Cotellessa suggested adding after, Name of Property Owner/Tenant, “if known”, because she wants to make this an easy process.
Ms. Cotellessa questioned whether this form seemed open enough. She indicated that photographs would be nice, and some places require them, however staff can obtain photographs as well.
Member Grinnan also suggested that each of the members of the Committee should visit the site.
Ms. Cotellessa noted that the date of receipt needed to be changed to March 1, 2006 as previously discussed.
There was some discussion regarding the addressing in Duck; how it was done previously, how it is done now and some changes that may be coming in the future.
Chairwoman Mann wanted to add an email/phone number for the nominator so we can contact them if the Committee or staff has any questions.
It was also decided that the fax number for the Town should be added to both forms and the mailing address should be included on the grant application.
Chairwoman Mann made a motion to recommend approval to Town Council the Grant Application and Community Appearance Awards Nomination with the changes discussed this date.
Member Lehew seconded the motion.
Motion carried 3-0.
Public Outreach Efforts – Homeowners Association Letter and Newspaper Advertisement/Letter to Businesses
Chairwoman Mann began the discussion and in light of the earlier discussion regarding the budget, agreed that a new title for the newspaper article she prepared may be in order. She stated she was trying to make it short, easy and grab the readers’ attention because if they don’t read it, they don’t know about it.
Planning Director Cotellessa was hoping the Committee could come up with something catchy for both the article and the award name; the Best Of is used everywhere. Ms. Cotellessa was thinking more along the lines of the “Town of Duck gives back to the Community”.
Chairwoman Mann asked for input from Member Lehew and Member Grinnan.
It was noted that the phone number in the article was incorrect and needed to be changed.
Chairwoman Mann explained the second article is a condensed version that would be handed out to the merchants directly.
For lack of other suggestions, it was decided to change the flyer to Merchants to read, the Town of Duck wants to help you!, leaving the money symbols.
Planning Director Cotellessa also suggested rather than the creation of the Community Improvement Committee, that they note the creation of the Village Improvement Grant Program and then talk about the Committee. She also discouraged against the wording “we are putting our money where our mouths are”. She instead recommended “we are willing to provide financial assistance”.
Member Grinnan also noted that “grant” should be noted somewhere because that implies assistance.
Ms. Cotellessa suggested the second sentence read “the goal of this 3 member Community Improvement Committee..”; that gets the Committee in the article. She then went on to suggest the third sentence read “.., we are making matching funds available in the form of a one time grant..”. She also noted that the shorter it is the more likely merchants are to read it. She also suggested underlining this last phrase.
No changes were made to paragraph 2. It was decided to capitalize the Community Awards Program in paragraph 3. The Committee decided they wanted to stay with “Best in Duck” for now.
Staff agreed they would get the article in the paper once it has been revised and received Council’s blessing.
Chairwoman Mann was quite pleased with the homeowner notice.
After reviewing the homeowner notice and the funding availability, it was noted that the minimum grant amount, the minimum project amount and the distinction between commercial and residential should be clarified if necessary in the newspaper article and merchant flyers.
Member Grinnan noted that he had not included anything regarding the Awards program in the homeowner notice; he felt that should be kept separate.
Chairwoman Mann suggested a separate page be directed to the homeowner associations.
Planning Director Cotellessa advised the Committee that the Town would be sending a newsletter to homeowner in the near future and would be sure to include something regarding both of these programs in the newsletter. She suggested a two sided insert with one side detailing the actual Awards program and the second side being a nomination form. The Committee was pleased with this idea.
Discussion of Signage for Community Appearance Awards and Village Improvement Program
With regard to the sign choices, all of the Committee members preferred option A which was a carved pvc sign with a rounded, semi-circle top.
Planning Director Cotellessa indicated these signs could be re-used, and she would recommend they purchase six of them; one for each award.
Chairwoman Mann asked whether they could distinguish what the award was for since they would be re-using them.
Planning Director Cotellessa indicated that was certainly a possibility but the Committee may choose to change the award categories from year to year.
Member Grinnan felt the sign did not need to be specific; that can always be addressed later.
Administrative Assistant Cady also noted that they could post the award winners on the website with photographs.
Chairwoman Mann asked for clarification that wood plaques would be awarded to each category winner.
Member Grinnan noted that the Program description indicates under the awards ceremony that “..plaques would be awarded to each category winner which may be affixed to the winning project.”
Planning Director Cotellessa commented that a plaque would be a good idea, however she would hesitate to affix it to the outdoor sign because it would simply not withstand the weather.
It was decided that the sentence Member Grinnan mentioned in the Community Appearance Awards Program should be revised to ready, “plaques will be awarded to each category winner.”
Member Grinnan indicated that having flexibility with the creation of these programs is important.
Planning Director Cotellessa recapped the meeting. She indicated that the necessary revisions as discussed today would be made, everything would go before Council at their next meeting and Council would hopefully give their blessing. Staff would work on getting the signs and the newsletter inserts put together. The Committee’s next meeting will be the 4th Tuesday in June at 9:00 am which is June 28, 2005.
It was suggested that the Grant Application and Nomination Forms be made available at the coffee shop and Wee Winks once Council has approved them. Ms. Cotellessa commented that the coffee shop was a great spot for a nomination box, and Chairwoman Mann indicated she could also put one at her shop.
The meeting adjourned at 10:20 a.m. The next meeting is scheduled for June 28, 2005 at 9:00 a.m.