TOWN OF GILBERT REDEVELOPMENT COMMISSION

REGULAR MEETING OF NOVEMBER 21, 2002, 6:30 PM.

10 S. GILBERT ROAD
GILBERT, ARIZONA 85233

COMMISSION PRESENT: Chairman Haug, Vice Chairman Fresquez, Commissioner Valentine and Commissioner Iacobazzi

COMMISSION ABSENT: Commissioner Thomson

STAFF PRESENT:        Community Development Specialist Carl
Harris - Morgan, Community Development Assistant Janet Holston, Town Manager George Pettit, Council Liaison Steve Urie, Councilman Don Skousen, Mayor Steve Berman and Administrative Assistant Elizabeth Stupski

OTHERS PRESENT:        Kelly Mixer (Gilbert Independent), Joann Hauger (Community Housing Resources of Arizona), Brian Swanton (Community Services of Arizona), Tad Peelen (Gilbert Cares), Chris Sublett, Lance Wigley (Mesquite High School), David Chen (Mesquite High School)

ROLL CALL

Roll was called and a quorum was declared.

Chairman Haug made a modification to the agenda to proceed to item #3 Appointment of Chairman and Vice Chairman to accommodate the Mayor’s schedule.

3.        Appointment of Chairman and Vice Chairman
Mayor Berman began by thanking the entire Redevelopment Commission for their hard work and dedication over the past years.   Mayor Berman, on behalf of the Town Council, appointed Commissioner Fresquez to serve as Vice Chairman and Commissioner Haug to serve as Chairman for a one - year term effective November 21, 2002. He presented each with a letter of appointment and appreciation. Mayor Berman excused himself from the remainder of the meeting due to another meeting he had to attend.

1.        Minutes - Approve the regular meeting minutes of October 17, 2002
A MOTION was made by Vice Chairman Fresquez, seconded by Commissioner Valentine to approve the minutes of the regular meeting of August 15, 2002 as written. Voice vote carried 4 - 0.

2.        Minutes - Approve the special meeting minutes of September 16, 2002, September 30, 2002, October 24, 2002, October 25, 2002 and October 26, 2002.
A MOTION was made by Commissioner Valentine, seconded by Vice Chairman Fresquez to approve the minutes of the special meetings of September 16, September 30, October 24, 25 and 26, 2002 as written. Voice vote carried 4 - 0.

COMMUNICATION FROM CITIZENS
Chairman Haug opened the floor to the public for any comments or communications on items not on the agenda. Council Liaison Urie mentioned booth displays were available for the Mayor’s New Year’s Eve Party and if the Redevelopment Commission would like to have a display, it would be at no cost. He said the Redevelopment Commission could have information on the proposed plans for the downtown area.

4.        Community Development Block Grant FY 2002 - 03 Funding Allocations - Round 2
Community Development Specialist Harris - Morgan introduced Janet Holston, the new Community Development Assistant who has been working part - time for the Town since August. Community Development Specialist Harris - Morgan said that Ms. Holston would be assisting with the CDBG/HOME funds process in the spring.

Community Development Specialist Harris - Morgan indicated the second round of CDBG funding available is $99,299. He mentioned the funds were from past years’ activities that were completed or were cancelled. He stated representatives from the three organizations who submitted applications in February but did not receive any funding were present to give a brief summarization of their application.

Ms. Joann Hauger, Executive Director for Community Housing Resources of Arizona (CHRA) requested funding be granted for the continuation of the Gilbert Downpayment Assistance Program. She indicated CHRA is requesting $100,000 in funds that would help provide downpayment assistance up to $15,000 for eligible Gilbert families. She spoke on the successes the program has had with the funding of $100,000 allocated in the early part of 2002. Ms. Hauger stated the CHRA program provided counseling to 19 persons, assisted four (4) households to close on a home with almost $15,000 each as a downpayment. She reiterated the $15,000 was a loan and a lien is placed on the home. These monies must be repaid to CHRA if the family decides to sell. Ms. Hauger mentioned CHRA has committed downpayment assistance to one additional household and closing on the home should be very shortly. Ms. Hauger said CHRA advertised this program in the Your Town paper which generated many phone calls and inquiries. Ms. Hauger responded to questions from the Commissioners such as if the families assisted had stable employment, were apartment dwellers and where the purchased homes were located. Ms. Hauger also mentioned that default counseling is available. She said that CHRA tries to make sure that a family does not overextend themselves financially.

Ms. Yolanda Flores of Community Services of Arizona (CSA) spoke on the Emergency Home Repair & Minor Rehab program. She said that CSA is requesting additional funding of $50,000. CSA has been offering the Emergency Home Repair Program in Gilbert since 1997 and has assisted approximately 200 households. She indicated the number of applicants dropped drastically and CSA did advertising in the local newspaper. She said that since March of 2002, 46 clients were assisted and does not foresee a problem spending the allocated monies awarded to CSA for this program.

Community Development Specialist Harris - Morgan said last year the program was changed to included minor rehab besides the emergency repairs. Ms. Flores indicated that more roofing, outside painting, etc. has been done. Community Development Harris - Morgan said from a staff viewpoint that including minor rehabs helps stability in a neighborhood with regard to property values.

The Commission was given an opportunity to ask questions of CSA. One question, in particular, was funding from other sources. Mr. Brian Swanton responded that CSA for the past five years has received other funds from United Way. Community Development Specialist Harris - Morgan stated that he reviews each proposal for minor rehabs. Mr. Swanton continued to explain that sometimes CSA use a pool of resources and makes a partnership with other agencies to meet the expenses of the repair project.

Mr. Tad Peelen spoke as a representative of Gilbert Cares. Mr. Peelen gave some details of what Gilbert Cares does and what Gilbert Cares proposes to do with the awarded funds. He began by stating Gilbert Cares refurbishes homes in the East Valley primarily in Gilbert for low - income families. He said to date Gilbert Cares has assisted 61 households with rehabilitation activities over the last four years. He mentioned over the last 12 months, Gilbert Cares has seen an infusion of interest and infusion of private funds. Gilbert Cares received over $30,000 in private donations. Lowe’s donated $20,000 in needed materials such as toilets, plumbing fixtures, stoves and refrigerators. Gilbert Cares was very appreciative to local vendors for their generosity.

Mr. Peelen told a success story about one of the homes Gilbert Cares refurbished. The home should have been demolished but Gilbert Cares gutted it from the inside, gave it some stability and a complete make over. The home is now the most beautiful house on the block.

Mr. Peelen stated Gilbert Cares is requesting $72,800, which the Executive Director put forth as administration cost but Mr. Peelen stated if possible, he would love to use the monies directly towards materials to refurbish homes. Commissioner Valentine had a question as to what the $60,000 under “Other Sources” in the budget was. He also asked for clarification under the expense budget of the application that most of the CDBG funds are earmarked for administration but according to what Mr. Peelen said Gilbert Cares would not use the CDBG monies for administration. Mr. Peelen asked for guidance on behalf of the Executive Director as to whether or not it is permissible to use CDBG funding for solely for buying materials. Community Development Specialist Harris - Morgan stated that for income eligible households purchase of materials is eligible. Mr. Peelen said he would be happy to resubmit an amended application.

Mr. Peelen announced Gilbert Cares has been granted Tax Exempt Status. Community Development Specialist Harris - Morgan asked when the workdays for Gilbert Cares are. Mr. Peelen responded the major workdays are in October and April.

Chairman Haug asked when new CDBG funds would be available. Community Development Harris - Morgan responded in July and was not sure of the allocation amount but did not expect less than $497,000. Commissioner Valentine asked staff how the Gilbert Cares program differs from Community Services of Arizona Minor Home Repair. Community Development Specialist Harris - Morgan responded that Gilbert Cares is much more grassroots to people in need and the scope of work for CSA emergency home repairs program is more limited.

Commissioner Valentine inquired as to how many would benefit from the two programs. Mr. Brian Swanton of CSA responded that CSA could potentially do 18 people or 7 households depending on the dollar amount of the work. Commission Valentine said Gilbert Cares is expected to assist 48 people due to the fact that they use volunteer labor to perform the work. Mr. Peelen responded yes.

Commissioner Valentine asked staff what the rationale was behind the recommendation of funding. Community Development Specialist Harris - Morgan responded that it was based upon what was reported on the application that CDBG funds were to be used for administrative costs. Community Development Specialist Harris - Morgan stated detailed documentation is required in terms of eligibility, nature of work performed as well as financial record keeping. He had a question how Gilbert Cares is prepared to meet this requirement. Mr. Peelen indicated that client information is currently kept with the Executive Director and a treasurer who keeps the financial records. Community Development Specialist Harris - Morgan had some concerns about Gilbert Cares meeting all the federal funding requirements and monitoring concerns due to past experiences with Gilbert Cares.

Chairman Haug asked about the dollar amounts awarded from the last round of funding. Community Development Specialist Harris - Morgan responded:
- East Valley Habitat for Humanity, $ 20,000
- CSA - Senior Meal Program, $   8,000
- CSA - Homeless Prevention, $ 20,000
- CASS - Homeless Shelter Intake, $   4,300
- TOG Septic/Sewer Project, $351,000
- Town Administration, $ 93,700

He stated the $99,299 is additional funds from previous years activities.

Community Development Specialist Harris - Morgan made a comment about the Gilbert Cares application and with the change presented, he would be willing to work with Gilbert Cares to meet the federal program requirements and point them in other direction to obtain additional funding sources.

Chairman Haug stated that Gilbert Cares has come before the Commission several times requesting funds and each time they are given another stepping stone or hurdle to get over before funds are granted.

A MOTION was made by Vice Chairman Fresquez, seconded by Commissioner Valentine to recommend the $99,299 be allocated as follows: $33,100 to Community Housing Resources of Arizona Downpayment Assistant Program; $33,100 to Community Services of Arizona Emergency Home Repair and Rehab, and $33,099 to Gilbert Cares.

Vice Chairman Fresquez stated she included Gilbert Cares in the motion with a small amount of money giving them an opportunity to prove themselves as an organization.

Community Development Specialist Harris - Morgan felt something should be added to the motion about Gilbert Cares and the change in application if funding was granted that it would not be used for administrative costs. Chairman Haug concurred and asked that a stipulation be attached to Gilbert Cares allocated monies.

Vice Chairman Fresquez amended the motion to include the amount allocated to Gilbert Cares of $33,099 cannot be used for administrative costs. Commissioner Valentine seconded the amended motion.

Chairman Haug called for a vote on the motion and amended motion. Voice vote carried 4 - 0.

5.        Outdoor Furniture Palette
Community Development Specialist Harris - Morgan mentioned an Outdoor Furniture Palette was included in the revised Heritage District Redevelopment Plan that has several recommended named items with the word ’similar’ underneath the name. There has been some discussion as to what the word ’similar’ means and the Commission at last month’s meeting discussed the light fixtures and looked at a ’similar’ light fixture.

Community Development Specialist Harris - Morgan said staff has worked on a proposal to consider requiring comparable or equal furnishings for any items that are in the right - of - way or immediately adjacent to the right - of - way. He explained that a different standard would be applied in the public right of way compared to private property. Vice Chairman Fresquez asked for clarification by giving an actual example of her business property which is located in the Heritage District.

Community Development Specialist Harris - Morgan commented that he was not with the Town when the palette was created and it was his understanding that the goal of the palette was to have a unified theme throughout the district.

The Commission discussed how the palette could be enforced for private property such as parking lots. Community Development Specialist Harris - Morgan stated the Town has the authority to require certain items on private property in exchange for right of way use. The issues and controls could be put in place with the Heritage District Overlay Zoning Ordinance. Commission Iacobazzi said there could be some confusion with the interpretation by individuals as to what is similar.

Commissioner Valentine spoke from an architectural standpoint as to what are acceptable construction standards and specifications. He said an architect would evaluate by appearance/performance. Commissioner Valentine gave an example of a bench and the comparison of a cardboard bench versus wooden bench. Commissioner Valentine volunteered to bring in some reference materials from the construction industry on products with specifications to define similar. Commissioner Valentine brought up another issue of a greater magnitude that is how far reaching does the Commission want this palette to be pervasive in the district.

Vice Chairman Fresquez asked how other communities regulate their downtown furniture palette. Town Manager Pettit clarified that by adopting the Redevelopment Plan it applies to all the property in the Heritage District and accepted the palette as a standard.

Commissioner Valentine made a suggestion to look at some examples of language of the word similar for the next meeting. He does feel the word similar should remain as it allows competition and an alternative. Chairman Haug agreed that upon reading the specification of ’similar or equal to’, it does give some direction.

Chairman Haug directed staff to put item on the January agenda.

The Commission discussed enforcing the palette as some parties in the district are in violation presently. Chairman Haug indicated another series of discussion is necessary on this subject matter. Chairman Haug expressed a concerned that the merchants are either not aware or choose to ignore the palette and the Commission needs to educate and work with the merchants.

6.        December Meeting Schedule
Chairman Haug stated the next Redevelopment Commission regular meeting is scheduled for December 19, 2002.

Community Development Specialist Harris - Morgan commented that the Design Assistance Team final report should be available in December. Commissioner Valentine stated the original schedule was to present the draft report December 2nd. He did not realize that it was a Monday directly behind the Thanksgiving Holiday making it extremely difficult to coordinate with the volunteers who are writing the report. Community Development Specialist Harris - Morgan requested to have copies mailed to the Steering Committee for their review prior to the date. Chairman Valentine said the presentation of the draft report would be scheduled for December 16th. He indicated the advanced copies for distribution to the Steering Committee would be December 11th.

Chairman Haug recommended the December meeting be cancelled, as the report would not be completed until mid - December timeframe was not aware of any other agenda items for December.

A MOTION was made by Chairman Haug, seconded by Commissioner Iacobazzi to cancel the regular meeting of the Redevelopment Commission scheduled for Thursday, December 19, 2002.

Community Development Specialist Harris - Morgan clarified that it is the intention of staff to present the DAT final report at a joint meeting of the
Steering Committee and Redevelopment Commission. He explained the structure of the joint meeting proposed for December 16th. The meeting would start at 6:30 p.m. where the two groups would discuss the report. The Redevelopment Commission could make a recommendation to Town Council at that time if they are comfortable with the report.

Vice Chairman Fresquez gave a reminder that Economic Development Director Tilque stated last month that he has a developer waiting the action result of the DAT study. She did not want to delay action until January.

Chairman Haug called for a vote on the motion. Voice vote carried 4 - 0.

A MOTION was made by Chairman Haug, seconded by Vice Chairman Fresquez to call a Special Joint Meeting with the DAT Steering Committee for December 16th. Voice vote carried 4 - 0.

COMMUNICATIONS
7.        Report from Chairman on current and future events
Chairman Haug mentioned invited everyone to attend Gilbert Days.

8.        Report from Community Development Specialist on current and future events
Community Development Specialist Harris - Morgan reported on the following:
- Tentatively scheduled for January is setting the funding priorities for CDBG/Home Funds for next year. Applications to go out shortly after January meeting with a deadline sometime in February. Commission to allocate CDBG/Home funds in March.
- On Town Council’s agenda November 26, 2002 is a change order for the streetlight project in the Heritage District to include the removal of the median on Gilbert Road between the railroad tracks and the canal.

9.        Report from Commissioners on current and future events.
None.

ADJOURNMENT
A MOTION was made by Vice Chairman Fresquez, seconded by Commissioner Valentine to adjourn the meeting. The meeting was adjourned at 8:00 p.m.

ATTEST:

Thomas Haug, Chairman

Elizabeth A. Stupski, Recorder

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