Zionsville Architectural Review Committee (ZARC)

Zionsville Architectural Review Committee - Meeting Minutes Tuesday, December 16th, 2016 ATTENDEES: Committee Members: • Mike Billig • Eileen Davis • Tom Casalini • David Rausch • Beth Casselman • Todd Rottmann Others: • Wayne DeLong • Dot Chapel (present for grant discussion only) • Mike Swack (present for grant discussion only) Chair David Rausch opened the meeting at 7:34 am. A quorum was present. AGENDA: A motion to approve the agenda as proposed was made by Todd Rottmann and seconded by Tom Casalini. Motion was approved unanimously. MEETING MINUTES: A motion to approve the November 22nd, 2016 meeting minutes as proposed was made by Todd Rottmann and seconded by Tom Casalini. Motion was approved unanimously. REPORTS: The ZARC Financials were reviewed. The 2016 budget was set at $50,000. An encumbered amount of $60,378.00 has been carried from 2015 fiscal year to 2016 for 130 Hawthorne and 98 Main Street Projects. A payout of $18,000.00 was paid out in August for Chapel Grant Application. A payout of $3,407.84 was paid out in November for Three Dog Bakery. OLD BUSINESS: 1. Façade Application for 98 South Main St (Mike & Valerie Swack): Subcommittee (Tom & Eileen) updated the committee on progress. Mike was in attendance for this order of business. Subcommittee updated committee on progress and discussion related to cornice installation. The cornice was removed. The brick, tuckpointing, and flashing work will be completed shortly. Committee approved a payout of $36,978.00 based on completion of work and original grant application. The Committee approved funding of $5,400 for the cornice restoration when the work. The $5,400 payout is pending completion of cornice work which has yet to be completed. The motion was made by Todd Rottmann and seconded by Mike Billig. The Motion was approved unanimously. 2. Façade Application for 76 South Main St. (Dot Chapel): Project was updated and images reviewed. Specific Items discussed.  A. Aluminum store fronts will be milled and cleaned with anodized finished. B. No Awning or canopy will be part of project. C. The Committee noted the window type A/C unit above the doors will need to be part of the grant façade application due to high visibility when the overhang is removed. Applicant was reviewing options. D. The plan is to recreate the brick columns which are currently hidden. Applicant will review in further detail with committee when brick is exposed to discuss if other option is required. Other option is not approved at this time. E. Trim, mullions, and existing sign were discussed. F. South Door is to be replaced on Main Street. G. Asphalt roofing shingles will need to be reviewed by the committee prior to approval. H. Light fixtures were discussed and recommended to be more vertical type in lieu of current image/submitted. I. Hard Panels should be smooth and not textured. J. Wrought iron to be repurposed at the second floor windows. K. Shake shingles to be replaced. L. Metal roofing to be replaced. New will not be metal. EPDM seamless was discussed. Roofing to include guttering work. M. Tuckpointing was discussed. Budget estimate is based on an allowance to replace all mortar and joints. N. Clay tiles will be replaced. O. Committee offered a marked up image with specific items to be adjusted on image/elevations. Drawing images need to be updated prior to approval. Mike Billig and Todd Rottman left meeting early. Todd gave his vote to David Rausch for approval. It was agreed by the four remaining members (Dave, Beth, Tom, and Eileen) that this project was worthy of the 40% grant match even though it would take the grant over the $25,000 cap because it is a significant building and the proposal will make a significant positive impact on the downtown Zionsville façade improvement program. Wayne Delong clarified that the committee has the right to approve more than the $25,000 cap based on its worthiness. He also stated that an amendment could be made to adjust the grant amount with 2017 funds if needed at the next meeting. Discussion followed on finalizing the proposal details. Those include, but are not limited to, updating the drawings (for more accuracy on existing conditions and additional items to remain and how to attach the Juliette balconies), providing information or cut sheets for all items included in the project not yet submitted (I.e., doors, windows, concealed air conditioners, asphalt shingles, new vertical oriented light fixtures, balcony attachments, etc.) and providing updated budget figures, such as the concealed air conditioners. Dot Chapel agreed to provide those. Lastly, discussion followed on the grant amount encumbrance procedure needed to fund the project contingent on final details. The grant funds remaining for 2016 after all other obligations have been met are a little over $46,000.00. A final motion was made by Eileen Davis to encumber $46,000 with 2016 funds contingent upon final and full details and a full quorum ZARC committee approval of all project details  and scope by the next meeting and prior to the start of any work. The motion was seconded by Tom Casalini and passed unanimously. It was agreed that once the porch is removed and the brick pilasters exposed, the committee will meet with the Owner and Contractors involved to review the scope of work and next steps. The committee will meet if needed on other significant changes. Any changes from the final agreement will be approved prior to execution or they will be removed from funding and full price will be the applicant's responsibility. All final details included with a final budget update must be provided one week prior to the meeting. It was agreed that a special meeting may be called if a full quorum is available. NEW BUSINESS: 1. None. At 9:58 am, Eileen Davis moved for adjournment. Beth Casselman seconded this motion. Motion was unanimously approved. Respectfully submitted, Michael Billig, PE