Community Improvement Plan - Façade Improvement Grant Programs Procedure

Purpose statement

The purpose of this procedure is to establish the administration process for applications made under a façade improvement grant program.

This procedure is designed to complement community improvement plans and associated guidelines and direction adopted by Council pertaining to façade improvement grant programs.

Scope

This procedure applies to a façade improvement grant program implemented under a Council adopted community improvement plan.

This procedure applies to any person or corporation eligible to submit an application under a community improvement plan’s façade improvement grant program.

Procedure

A series of steps are to be undertaken and managed by Planning Services staff to administer a façade improvement grant program application.

A façade improvement grant program may also have additional area specific guidelines or directions which must be consulted. Additional guidelines or direction may be contained as part of an applicable Community Improvement Plan and do not form part of this procedure. Community improvement plans can be found on the town’s website. Additional direction may include application submission deadline dates.

The Director of Planning is the approval authority for issuing grants. An application made to a façade improvement grant program will be tracked through the town’s electronic file system.

1. Pre-Application consultation and in-house design assistance

  1. Potential applicants must consult with the Planning Services department to confirm application requirements, program eligibility, as well as the proposed scope of work, project timing, and supporting documents. Additionally, potential applications are offered design assistance from staff, if needed. Interested applicants should meet with urban design staff for design guidance on façade improvement solutions in accordance with any applicable design guidance document.

  2. Potential applicants must consult with the Building Services department to confirm if any proposed works require a building permit application.

  3. Potential applicants must consult with the Engineering and Construction department to confirm if any proposed works require an encroachment agreement.

2. Application submission

Applications are submitted to the Planning Services department. Applicants may be required to submit supporting materials including, but not limited to:

  • completed application form
  • photos of the existing building façades
  • concept sketch
  • elevation drawing(s) and/or plan(s) of the property showing the proposed improvements, including any details as may be requested by the Planning Services department
  • materials board showing a sample of proposed materials to be used
  • two quotes from independent contractors covering the cost estimates on each component of the proposed works/improvements
  • depending on the nature of the proposed work, applicants may also need, among other requirements:
    • building permit (Buildings Services department)
    • encroachment agreement (Engineering and Construction department

3. Application review

  1. Planning Services department will review the application to ensure that it meets the eligibility requirements of the specific Community Improvement Plan program.
  2. Town staff may perform a site visit and/or inspection.
  3. The application will be reviewed against town policies, by-laws, design guidance, property status, and any other town document or requirement.
  4. Town staff may seek additional information, clarification or modifications to the materials submitted, at the applicant’s expense.
  5. If the applicant is required to provide any additional information, clarification, or modifications, the application will be placed on hold until such time that the requested information is provided. During a holding period, applications submitted by others after the ‘held’ application, may proceed in advance.

4. Application approval

  1. Applicants must sign a Memorandum of Understanding (MOU agreement) with the town detailing the terms and conditions of the grant.
  2. Planning Services staff makes a recommendation on the application to the Director of Planning for final approval along with the MOU agreement.
  3. If approved, a copy of the approved agreement is provided to the applicant.
  4. If refused/denied, a refusal letter will be prepared and provided to the applicant.

5. Construction

  1. Construction may commence upon approval by the Director of Planning, subject to the terms and conditions of the agreement, this procedure, and the applicable community improvement plan including its additional guidelines or direction. If additional permits are required, such as building permits, those must be obtained through the applicable town department before construction can commence.
  2. Applicants must notify the town concerning any changes to the project which are proposed during the course of the work to maintain eligibility (revision permits from the Building Services department may be required).

6. Payment of Grant

Payment of the grant will be made to the applicant when the following have been addressed:

  • construction is complete and is consistent with the work estimates, proposed improvements and is in compliance with the MOU agreement (verified by a site visit and/or inspection)
  • the applicant submits photos of the final project
  • all required permits have been signed off
  • contractors have been paid in full and invoices for the work undertaken on the property (for which the grant is applicable) are submitted to the town and marked as paid with the payee’s signature

The town reserves the right to withhold payment of a grant for work that is incomplete, inconsistent with the grant application or MOU agreement, or where a required building permit and inspection have not been conducted.

The final payment of the grant will be accompanied by a letter from the Director of Planning.

Responsibilities

The Planning Services department is responsible for ensuring compliance, maintenance and interpretation of this procedure.

Procedure details

Procedure Number: MS-SPR-002-006
Parent Policy: MS-SPR-002
Section: Municipal Services
Sub-Section: Special Requests
Author: Planning Services
Authority: CAO
Effective Date: 2013 Dec 16
Review by Date: 2018
Last Modified: New

References

MS-CDV-001 Community Development Services Policy
Planning Act, R.S.O. 1990, c. P. 13
Livable Oakville Plan
Community Improvement Plan(s)