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HomeMy WebLinkAboutArchitectural Review Commission (ARC)-Minutes-3/7/2011Architectural Review Commission Minutes from Meeting Monday, March 7, 2011 Call to order and roll call (7:05 p.m.) Present: Alan Greer Jeffrey Ground Christina Keilson Kevin Procaccino Gerald Ward Curtis Young Absent: Jim Makens Staff.� Jennifer Fadden, Marty Wieder, Ron Ruthven, Jackie Reyff, Ashley Stathatos II. Orientation on the background, purpose and intent of the Commission The City Council's Strategic Points and Colleyville Economic Development Strategic Plan were delivered to the Architectural Review Commission in a PowerPoint presentation. City staff reviewed key points of the plan that relate to Economic Development, especially the items related to the Commission and its creation. Staff then reviewed the role and responsibilities of the Architectural Review Commission, as stated in Resolution R-11-1133. These responsibilities include the following: 1. To evaluate and make recommendations on matching grant program applications for fa�ade improvements and/or pole signage replacements 2. To evaluate the possibility of an Overlay District within the core of the Colleyville Business Corridor 3. To oversee recommendations on any related Design Guidelines, which may be adopted 4. To conduct architectural and design-related studies as requested by the City Council. Staff also reviewed Resolution details on Commission member appointments, the number of Individuals appointed as Commissioners, their terms, guidelines preventing conflicts of interest on consideration of any future applications and a policy on absences. III. Election of a Chair and Vice Chair Commissioners discussed the election of a Chair and Vice Chair, including who should be eligible to be a Chair and Vice Chair, how often the Chair and Vice Chair should be elected and who presides in the absence of the Chair and Vice Chair, It was determined that the Chair would run the meetings and be the point person to communicate with the City Council. Jeffrey Ground suggested that there be a prerequisite for the Chair position to have served on the Commission for at least one year. A Chair and Vice Chair will be elected, annually. The Vice Chair will serve as the Chair in the Chair's absence. A motion was made by Christina Keilson and seconded by Jeffrey Ground to close the discussion. Curtis Young then made a motion for Alan Greer to be the Chair, and Kevin Procaccino seconded the motion; the Commission accepted Mr. Greer by acclimation. Alan Greer then made a motion for Christina Keilson be the Vice Chair. Curtis Young seconded the motion, and Ms. Keilson was accepted by acclimation, as well. IV. Discussion of the Commission's preferences on creating Rules of Procedure Commissioners discussed their preferences and decided that they should be able to operate by the standard Rules of Procedure. Chairman Alan Greer pointed out the need to adhere with what the City Council identified within the four Commission charges, and Curtis Young agreed, noting how they are clearly understood. Mr. Young did suggest that provision be made for election of officers to be done on an annual basis; Jeffrey Ground added that for continuity in the future, the Chair should have served on the Commission for at least one year. Chairman Greer summarized the discussions and Commissioners agreed that City Staff should make some draft procedures for discussion before the next meeting. However, Chairman Greer also noted that Commissioners may wish to postpone formal consideration of any draft Rules of Procedure until after the Joint Meeting with City Council and the Planning and Zoning Commission on April 6, 2011. V. Discussion of criteria to use in judging matching grant applications Staff reviewed the purpose of the new Matching Grant Program within the City's Incentives Guidelines and Criteria, noting how the grants are to help facilitate redevelopment and provide a way for existing commercial property owners to improve properties. As it relates to the criteria for judging matching grant programs, all applicants are required to meet current design standards required of proposed new buildings within the City's Land Development Code. Staff also distributed copies of criteria on grant programs from other cities for Commissioners to review. The Commission will only be reviewing and making recommendations to City Council on applications for matching grants to improve building facades and/or replace signs. Staff noted that all applicants will also be required to meet with SCORE prior to receiving consideration by the City Council. Commissioners agreed that criteria should be put in place when reviewing the grant applications in order to be as objective as possible. City Manager Jennifer Fadden noted that they may wish to consider the location of each application, possible impact on existing, adjacent properties, and whether the project may spur additional investment and development. She encouraged the Commission to establish criteria with current compliance to the Commercial Design Standards at their top priority and stressed the need for the criteria to be as subjective as possible. Curtis Young asked whether staff will weigh in on the applications, and Ron Ruthven confirmed that would be the case. Jerry Ward noted that while the Commission should be concerned with the Commercial Design Standards, he believes they should also be sensitive to the economics of a proposed redevelopment. Jeffrey Ground asked about the Matching Grant Program budget; Ms. Fadden noted that the City Council budgeted $80,000 in FY 2011 for programs within the City Council's Strategic Initiative Fund. Chairman Alan Greer pointed out how this program appears to be for someone who is trying to do the right thing in improving a property, yet needs some help. Commissioners agreed that because of that, each application would have to be considered on a case-by-case basis, as well as evaluated in the order that they are submitted. Following further discussion, the Commission communicated the following items as important to consider in their review of applications: the location of businesses, existing properties around businesses, commercial design of buildings, maximum and minimum amounts the businesses should be able to receive in funding and an expected timeline for businesses to submit applications and receive answers from the Commission. The Commission would also like to determine how to judge the success of the matching grant program for future funding. Chairman Greer offered to narrow down the list and then broadcast out some suggested wording for Commissioners to consider. City Staff will return with a draft set of criteria for discussion and possible consideration at the next meeting. VI. Discussion of preferred Times & Dates of Future Meetings Curtis Young pointed out the difficulty in meeting on Tuesdays and also noted that Mondays and Thursdays are likewise a challenge. Commissioners concurred that the preferred date and time for future meetings is on Wednesdays at 7:00 p.m. Commissioners prefer to keep the meetings to no more than two hours in length. The Commission agreed to meet again on March 29, 2011, before the Joint Meeting on April 6, 2011 with Council and the Planning and Zoning Commission, as well as at 7 p.m. on April 20, 2001. VII. Notification of Joint Meeting with City Council & P&Z — April 6, 2011 Staff reminded Commissioners that there will be a joint session with the City Council and Planning and Zoning Commission at the Central Fire Station at 6:30 p.m. on Wednesday, April 6, 2011 to discuss Colleyville's Commercial Design Standards. Commissioners expressed their desire to have some consensus on criteria to be used in judging grant applications if possible before the meeting on April 6. Community Development Director Ron Ruthven offered to email a redline version of the proposed revisions to the Commercial Design Standards (Chapter 6 of the Land Development Code) for Commissioners to review. Chairman Greer reiterated that the Commission's goal is to have a draft set of criteria by the meeting on April 6. Having no further business, the Commissioners adjourned the meeting at 8:25 p.m.