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HomeMy WebLinkAboutMN-IURAGOV-2016-10-21Approved:1/20/17 108 E. Green St. Ithaca, NY 14850 (607) 274-6565 (607) 274-6558 (fax) MINUTES ITHACA URBAN RENEWAL AGENCY Governance Committee (GC) 8:30 AM,Friday,October 21,2016 Third Floor Conference Room,City Hall,Ithaca,NY Present:Eric Rosario,Susan Cummings,David Whitmore,Kathy Schlather Excused:None Vacancy:1 Staff:Nels Bohn,JoAnn Cornish,Charles Pyott Guests:None I.Call to Order Chairperson Rosario called the meeting to order at 8:36 A.M. II.Agenda Additions/Deletions Bohn indicated he would like to add a personnel related item to the agenda.There were no objections. III.Public Comments (3 minute maximum per person)None. IV.Review of Meeting Minutes:August 19,2016 Cummings moved,seconded by Whitmore,to approve the August 19,2016 meeting minutes,with no modifications.Carried Unanimously 3 0 V.New Business A.FY2017 IURA Budget Resolution Bohn walked through the FY2017 administrative budget,noting the principal drivers of the budget were a 1.75%staff salary increase (mirroring the City’s own salary increase), as well as a 14%healthcare insurance premium increase.He generated the budget based on the assumption the new IURA Community Development Planner position would be enrolled in the spousal coverage healthcare insurance plan,the mid level of the rate structures. Ithaca Urban Renewal Agency IURA GC Minutes October 21,2016 Page 2 of 11 Bohn explained that the IURA saw some savings in 2016 (e.g.,professional and legal services);and there should also be some savings from staff vacancies.He did not, however,base the budget on that assumption. (Schlather arrived at 8:46 a.m.) Bohn noted the projected revenues in Exhibit E,Schedule of Projected Recurring Revenues,is fairly close to last year’s projections. (Cornish arrived at 9:12 a.m.) Cummings suggested that,when the IURA draws from non CDBG funds to make up for a shortfall in HUD Entitlement funds,which is something it generally does not want to do, a notation to that effect should be included in the budget table,so it is immediately apparent to anyone reviewing it.Bohn replied,he could do that in the future. Whitmore asked how the budget would be generated if there are no built in savings in next year’s budget.Bohn replied that he would have to adjust hiring and salaries to account for that and that future urban renewal projects that involve sale of IURA can generate IURA income,just as the Canopy Hotel project is doing.There may also be other options the IURA could pursue (e.g.,increase precision in allocating staff time). (Whitmore departed at 9:24 a.m.) Cummings observed the budget does not show the potential use of the $950,000 of Neighborhood Housing Initiative (NHI)bonds authorized but not issued.Bohn noted that the 2001 authorization may need to be reaffirmed by the mayor and/or the Common Council to be activated as the City guarantees the IURA issued NHI bonds. She suggested identifying an appropriate accounting mechanism to show that as possible financial resource. Moved by Whitmore,seconded by Schlather: FY 2017 IURA Administrative Budget WHEREAS,the IURA desires to annually adopt an administrative budget to guide expenditures and manage financial resources of the IURA,and WHEREAS,New York State law governing public authorities requires submission of the adopted budget 60 days prior to the start of the next fiscal year,and WHEREAS,the IURA budget is due to be submitted to the New York State Authorities Budget Office by November 1st of each year,and IURA GC Minutes October 21,2016 Page 3 of 11 WHEREAS,at their October 21,2016 meeting the IURA Governance Committee reviewed this matter and recommended the following action;now,therefore,be it RESOLVED,that the IURA hereby adopts the FY 2017 IURA Administrative Budget, dated 10/14/16 as herein attached,and be it further RESOLVED,that effective with the first payroll check date following January 1,2017, any modifications to IURA employee salaries,benefits,and contributions shall be adjusted as contained in the adopted 2017 IURA budget. Carried Unanimously 3 0 IURA GC Minutes October 21,2016 Page 4 of 11 IURA GC Minutes October 21,2016 Page 5 of 11 IURA GC Minutes October 21,2016 Page 6 of 11 IURA GC Minutes October 21,2016 Page 7 of 11 B.Authorize Job Search to Hire Contracts Monitor &Independent Contract with Incumbent Contracts Monitor Bohn reported that Contracts Monitor René Funke submitted her resignation,effective November 4,2016,so he is asking for the Committee’s authorization to hire a replacement.The resolution includes a slight reformulation of the position description. Moved by Cummings,seconded by Schlather: Authorize Job Search to Hire Contracts Monitor WHEREAS,on October 20,2016,the Contacts Monitor announced her upcoming resignation to take another job that begins November 8,2016,and WHEREAS,the Contracts Monitor performs critical work functions for the IURA to achieve its mission and meet its obligations to administer the HUD Entitlement Grant program,and IURA GC Minutes October 21,2016 Page 8 of 11 WHEREAS,the incumbent has agreed in concept to continue to work part time for the IURA during an employment transition period beginning November 8,2016,and WHEREAS,IURA management recommends filling the upcoming vacancy on a part time or full time basis depending upon the pool of applicants and work duties assigned,and WHEREAS,the IURA desires to retain internal personnel capacity to perform critical work functions,and WHEREAS,the IURA Governance Committee discussed this matter at their October 21,2016 meeting and recommend the following;now,therefore,be it RESOLVED,the IURA hereby authorizes the Executive Director,or her designee,to advertise,form a search committee,conduct interviews,determine the work week and recommend a preferred candidate to fill the Contracts Monitor position with the salary to be determined depending on qualifications,and be it further RESOLVED,any employment offer shall be subject to approval of the IURA,and be it further RESOLVED,that the Executive Director is authorized to approve a reduction in work week hours for the Contracts Monitor during a transitional period beginning November 8,2016. Carried Unanimously 3 0 Moved by Cummings,seconded by Schlather: Authorize Independent Contract with Incumbent Contracts Monitor WHEREAS,on October 20,2016,the Contacts Monitor announced her upcoming resignation to take another job that begins November 8,2016,and WHEREAS,the IURA has authorized a job search to fill the position,and WHEREAS,there is a strong possibility that there will not be an overlap in time between the new Contracts Monitor and the incumbent for training,and WHEREAS,the incumbent is open to the possibility of providing technical assistance services as an independent contractor to help train the new Contracts Monitor;and WHEREAS,the IURA Governance Committee discussed this matter at their October 21,2016 meeting and recommend the following;now,therefore,be it IURA GC Minutes October 21,2016 Page 9 of 11 RESOLVED,that the Chairperson,subject to review by legal counsel,is authorized to execute an independent contractor agreement with the incumbent Contracts Monitor for technical assistance services in an amount not to exceed $2,500, following her separation from the IURA. Carried Unanimously 3 0 C.Second Amendment to Legal Services Contract:Ruswick Bohn explained that the 210 Hancock Street housing project unexpectedly incurred an additional $203.50 expense associated with the legal review of the subordination agreement,to be reimbursed by the project sponsor. Moved by Schlather,seconded by Cummings: Procurement of Independent Legal Services:Ruswick 2nd Amendment to 2016 Contract WHEREAS,the IURA authorized a 1st amendment to the 2016 independent contract for legal services with Richard P.Ruswick at Levene Gouldin &Thompson,LLP to cover extraordinary expenses associated with the 210 Hancock Street Low Income Housing Tax Credit (LIHTC)project,which cost was fully reimbursed by the project sponsor,and WHEREAS,in recent years,Ruswick has provided specialized legal services on LIHTC projects,and, WHEREAS,as no additional legal expenses were anticipated to be incurred in 2016 on LIHTC projects,the contract amount was fully expended,and WHEREAS,in response to a request from INHS,Leven Gouldin &Thompson were requested to provide legal services for legal review of documents to subordinate IURA mortgages to the permanent lender for the Stone Quarry Apartments LIHTC project and has submitted a bill for $203.50,which will be reimbursed by the project sponsor,and WHEREAS,the funding cap has been reached on the independent contract,and WHEREAS,the IURA Governance Committee considered this matter at their October 21,2016 meeting and recommended the following action;now,therefore, be it IURA GC Minutes October 21,2016 Page 10 of 11 RESOLVED,that the IURA Chairperson is hereby authorized,upon review of legal counsel,to execute a second contract amendment for independent contractor legal services with Richard P.Ruswick at Levene Gouldin &Thompson,LLP not to exceed an additional $500,and be it further RESOLVED,that the source of such funds for legal services shall be derived from revenues received from counter parties. Carried Unanimously 3 0 D.Request to Join Greater Tompkins County Municipal Health Insurance Consortium Bohn reported that to be eligible to join the Consortium,one needs to be a municipal corporation;however,the IURA is a public benefit corporation,so it probably does not meet that narrow definition.Bohn did,however,speak with City Controller Steve Thayer,who was receptive to the idea of the IURA joining.Bohn plans on consulting the Consortium’s legal representative,to determine if it is something the IURA could realistically pursue.The IURA would probably either have to pay an attorney to make a case for its eligibility,or propose a formal amendment to the Consortium’s municipal cooperative agreement.The Consortium currently sees 10 15%lower premiums and lower annual increases per year than the IURA.The question before the Committee today is whether it would like to authorize Bohn to continue investigating the possibility of joining.Schlather replied she would support continuing the process.Cummings and Rosario agreed. E.Human Resources Policy:Vaca on Discussion Bohn reported that IURA staff conducted a comparison of the City’s vacation benefits and determined the City’s benefits are greater than the IURA’s.Bohn’s concern is that several IURA employees have reached the five year vacation accrual plateau (i.e.,2 weeks over the first 4 years and 3 weeks after 5 years).The City’s vacation benefits are more incremental than the IURA’s (i.e.,hours/month vs.hours/pay period)and offer up to 6 weeks of vacation for some City employees.At some point,the IURA may want to consider modifying its policy to ensure it has a competitive benefits package for recruiting and retaining staff.After a brief discussion,Committee members agreed they do not see a reason to increase staff vacation at this point in time. F.HUD Assessment of Fair Housing —Report Bohn explained that HUD will be requiring its HOME/CDBG grantees conduct a fair housing assessment (in addition to the IURA’s own 2015 Analysis of Impediments to Fair Housing).HUD will require its grantees examine various different mechanisms for addressing fair housing (e.g.,online,extensive public participation).The assessment is aimed to examine concentrations of poverty and racial/ethnic minorities in a given geographic area,and help grantees identify steps for enhancing local housing choices. IURA GC Minutes October 21,2016 Page 11 of 11 Bohn noted the deadline for Ithaca is November 4,2017.The work could probably involve up to a nine month process,tied to the creation of the IURA’s next five year Consolidated Plan.Once the IURA has filled its existing Community Development Planner vacancy,it should be able to begin work on the fair housing assessment. Probably the single greatest time commitment would be the public participation process. VI.Other Business A.Review of IURA Financials:September 2016 Bohn reported the grants summary now includes 2016 activities.No projects are delayed,with the exception of the Spencer Road Sidewalks project,which is moving forward in the design process.One program the IURA ended up overfunding is the Learning Web’s Housing Scholarship program,partially as a result of the organization’s loss of Federal funding and subsequent scale down of the program.Bohn indicated that all IURA leases are current,except the Southside Community Center,which is one month late,most likely due to its changes to its board and leadership,as well as budget challenges issues.IURA staff are still waiting for an update on the status of Southside Community Center’s Recycle Ithaca's Bicycles (RIBS)program. Cummings expressed concern that the Southside Community Center may not be the best venue for operating the RIBS program.Other local organizations (e.g.,Finger Lakes ReUse)may be better suited to operating that kind of program.There also appear to be some serious concerns associated with Southside Community Center’s organizational capacity. Bohn reported that all IURA loans are current,except the State Theatre,which was one month late. B.IURA Strategic Planning Update None. C.IURA &Common Council Actions of Interest to Committee None. VII.Adjournment The meeting was adjourned by consensus at 10:24 A.M. — END — Minutes prepared by C.Pyott,edited by N.Bohn.