TOWN OF DUCK
COMMUNITY IMPROVEMENT COMMITTEE
MEETING
November 1, 2005
The Community Improvement Committee for the Town of Duck convened at the Duck Municipal Offices at 10:00 a.m. on Tuesday, November 1, 2005.
MEMBERS PRESENT: Chairwoman Lisa Mann, Member George Grinnan and Member Allen Lehew.
OTHERS PRESENT: Planning & Zoning Administrator Suzanne Cotellessa and Administrative Assistant Sandy Cady.
The meeting was called to order at 10:10 a.m.
OLD BUSINESS
Information/Education Campaign regarding Community Appearance Awards & Village Improvement Grant Program
Planning Director Sue Cotellessa stated that the interns the Town hired have walked around to all the businesses and handed out information on the community improvement programs, and Administrative Assistant Cady mailed the information to each commercial property owner. The information was also disseminated through the Town’s newsletter as well as when staff attended homeowner association meetings. Administrative Assistant Cady stated that a flyer was mailed to the community association contacts as well. Planning Director Cotellessa stated that the Town recently hired a part-time Public Relations person that will be handling special events and will be heavily involved in advertising and press releases for the campaign. She stated that the Town has ballot boxes that can be passed out to realty companies and businesses that will house the community appearance nomination forms.
Planning Director Cotellessa stated that the PR person will be at the next meeting to give the Committee some ideas that she has come up with. Ms. Cotellessa showed the Committee the awards that will be given out for the Community Appearance awards. Administrative Assistant Cady encouraged the Committee to report back with any places that they thought should be considered for a nomination for the award. Planning Director Cotellessa suggested putting something in the newsletter as to what nominations have come in so far and encourage the public to submit their nominations.
Member Grinnan asked if there would be a deadline set up on a seasonal basis. Administrative Assistant Cady thought it would be March 1st. Planning Director Cotellessa stated she would check into it.
Chairwoman Mann stated that the Committee had discussed handing out seasonal awards. She asked if seasonal awards should be handed out while the decorations are still up. Planning Director Cotellessa stated that it was discussed that three (3) awards would be given out for businesses and residential properties. She stated that pictures should be taken of both business and residential areas, in common areas and at the residences.
Member Lehew asked if the awards would be for annual seasonal displays. Administrative Assistant Cady stated they would be with the deadline being March 1st. She asked if things would be considered before March 1st. Planning Director Cotellessa stated that the Committee should consider them before the deadline.
Chairwoman Mann stated it would make sense to do the Community Appearance Awards more than once a year, especially with the seasonal displays. She asked how long the signs would be up and if they would be up for a year. Planning Director Cotellessa stated that the original intent was for them to be up for as long as the property owner wanted it. She stated it could be left up for only 3 months if the Committee wished.
Member Grinnan stated that because of the changes in vegetation and the seasons as well, maybe an outstanding yard each month or two should be selected. He thought it would be appropriate to consider the seasonal aspects. Administrative Assistant Cady stated that her subdivision gives out awards on a seasonal basis.
Planning Director Cotellessa suggested that the Committee get a list of what properties should be nominated for each category to get a sign out there to get the public interested. Member Lehew and Chairwoman Mann felt it was a good idea. Chairwoman Mann felt that the award should be given while the decorations are still up at the properties. Planning Director Cotellessa suggested taking pictures of the appearance awards and putting it on the Town’s website and on Government Access Channel 20.
It was consensus of the Committee to get a consensus either by telephone or email as to which properties should be nominated for the awards. Member Lehew asked if there should be a deadline. Chairwoman Mann felt there should be a deadline for the Fall display soon. Administrative Assistant Cady suggested November 15, 2005 as the deadline. Chairwoman Mann stated that the sign would stay up for approximately one month and then the Christmas award would be given around December 15, 2005.
Chairwoman Mann pointed out that some people put up their Christmas decorations early. Member Lehew stated that the coffee shop waits until after Thanksgiving is over before putting up Christmas decorations. Chairwoman Mann suggested having the Fall award just after Halloween. Planning Director Cotellessa pointed out that a lot of homeowners come to Town in October. She stated that next year, more time will be plotted out for the awards. She suggested turning around the Christmas one by December 8, 2005. The Committee agreed.
Planning Director Cotellessa stated that Administrative Assistant Cady will send an email out to the civic associations regarding the nominations and the deadline for them. Member Lehew stated that he thought the DCBA had an upcoming meeting on November 7, 2005 at the Duck Volunteer Fire Department. Planning Director Cotellessa stated that they would be a good group to solicit nominations from. Member Lehew mentioned that the DCA would be merging with the DCBA at this meeting. Planning Director Cotellessa stated it would be good to start with the DCBA as they could take a great lead on it.
NEW BUSINESS
Consideration of VIP Grant Application submitted by John Boyd for Improvements to Farmers Daughter at 1180 Duck Road
Chairwoman Mann stated that the Committee needs to consider the grant. She asked the Committee if they had any questions regarding the application. Member Grinnan felt it looked good and was a good idea.
Planning Director Cotellessa stated that the colors that Mr. Boyd was proposing would be off white for the building and tan shutters with a striped awning of tan and burnt orange. All of the colors are consistent with the Town’s commercial guidelines.
Member Grinnan asked if the vegetation would be taken out and replaced with new vegetation as the drawing did not show any existing vegetation with the exception of the trellis. Planning Director Cotellessa stated she did not have an answer to his question. She stated she does not have any landscaping proposals from Mr. Boyd. She guessed that some vegetation would be pulled out in order to paint the railing. She stated that the signage would also coordinate with the new colors of the building. She stated that the Committee can condition the award to state that after all the signage is permitted, the reimbursement will be granted.
Chairwoman Mann felt it was great that the store will look so much better and will enhance the Town. She felt the grant should be awarded as a good incentive.
Chairwoman Mann asked what the 1-5 rating was for. Planning Director Cotellessa stated that it was set up in case there were competing applications in order to rank them and make choices. She felt the Committee should get in the practice of ranking and scoring. Chairwoman Mann asked if the Committee would fill out the form on their own or as a group. Planning Director Cotellessa stated that they would be sent out ahead of time individually to the Committee members so they could rank them and then come back for a meeting to discuss them. The Committee went on to discuss the process of ranking and ranked the application in front of them.
The Committee then discussed various aspects of the application as well as ranking those aspects with Planning Director Cotellessa.
Planning Director Cotellessa stated that if the Committee awards the grant, Mr. Boyd will have to submit receipts at the end. The Town will do a one page contract with him that the Town Manager will sign stating that the applicant will be reimbursed the costs on the condition that receipts are provided and the sign permits are granted. Shortly after that, the work should proceed.
Chairwoman Mann asked if the applicant could proceed before approval at their own risk. Planning Director Cotellessa stated that once the application is accepted by Town staff they could start work at their own risk. Chairwoman Mann asked if a permit is required to paint a building. Administrative Assistant Cady said it was not. Planning Director Cotellessa stated that a permit is not required to do the actual painting, but for the signs. Commercial standards for the painting must be met however.
Member Lehew moved to approve the grant application, conditioned on the sign permit. Member Grinnan seconded.
Motion approved 3-0.
Planning Director Cotellessa stated that the grant would be given a number – VIP-001 and the ranking scores would be added up with Chairwoman Mann signing off on the approved application.
Approval of Minutes
Chairwoman Mann stated that she had reviewed the minutes from the March 21, 2005 and the April 26, 2005 and found them to be fine. She asked the other Committee members if they had read them. Member Grinnan stated that he had no questions or additional comments. Member Lehew stated he was fine with them as well.
Member Lehew moved to approve the March 21, 2005 meeting minutes as presented. Member Grinnan seconded.
Motion approved 3-0.
Chairwoman Mann moved to approve the April 26, 2005 meeting minutes as presented. Member Lehew seconded.
Motion approved 3-0.
OTHER BUSINESS
Planning Director Cotellessa stated there was no other business and she had no comments. She encouraged the Committee to get their comments to Administrative Assistant Cady regarding the seasonal displays.
STAFF COMMENTS
Member Lehew asked if the Committee could email pictures to Administrative Assistant Cady. Planning Director Cotellessa stated that would be a good route to go.
Administrative Assistant Cady stated that she thought more grant applications would be coming forward as there have been a couple of communities that expressed an interest.
Chairwoman Mann asked if the pictures the Committee submits could be for all categories and not just for seasonal. Planning Director Cotellessa stated they could.
Member Grinnan asked if there was a specific form that would need to be filled out. Planning Director Cotellessa stated there was and it is available on the Town’s website.
Chairwoman Mann suggested changing the wording on the form to make it less “wordy”. Planning Director Cotellessa stated she would get together with the Town’s PR person to come up with new language. The Committee went on to come up with suggestions for new language with Planning Director Cotellessa.
BOARD COMMENTS
Chairwoman Mann suggested changing the March 1, 2006 date. Member Lehew suggested a separate deadline for the seasonal awards. Planning Director Cotellessa agreed. Administrative Assistant Cady stated she would check with her homeowner association to see when their seasonal awards are done.
Planning Director Cotellessa suggested that the Committee go out together to pick places for the nominations for the seasonal awards. Another suggestion was to take pictures and put them on the website and let the general public vote on their favorites.
With no further business to discuss, the meeting adjourned at 11:00 a.m.