HomeMy WebLinkAboutI - 05a Thoma Development RFPrti
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Proposal Date: March 9, 2022, 12 P.M.
Submitted By: Thoma Development Consultants
34 Tompkins Street
Cortland, NY 13045
Voice: (607) 753-1433
Fax: (607) 753-6818
THOMA
Development Consultants
34 TOA4PKINS STREET CORTL.AND, NY 13045
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) is a community development consulting firm
founded in 1980. The company is owned and operated by Richard Cunningham, a twenty-
six -year Thoma employee. Mr. Cunningham took over the day-to-day operations of the
company in 2018, after Bernard Thoma, company founder, retired. As President and Senior
Consultant, Mr. Cunningham takes personal responsibility for each customer, and provides
a professional hands-on approach to each project.
We have expertise in grant writing, project implementation, and planning. Our public sector
customers are primarily towns, villages, cities, and counties in non- metropolitan areas of
upstate New York. We have assisted customers from Lake Ontario to the Pennsylvania
border, from the foothills of the Catskills, to the Finger Lakes, and are familiar with the
unique issues and concerns of upstate communities.
Thoma is a small firm of 11 persons, and we enjoy building close, trusted relationships with
our customers. Our staff live, work and own properties in the same types of New York
communities that we work for, allowing all of us to understand our clients and communities
in a manner that others may not. We customize planning efforts to our customers' needs,
rather than providing boilerplate products. Our team members are readily accessible and
strive to provide individualized, personal attention to each of our customers.
Thoma is located at 34 Tompkins Street in the City of Cortland's downtown historic district.
Cortland is an ideal location for Thoma's office as it is the geographic heart of New York State.
This allows us to remain in close physical proximity to our customers, which is key to
maintaining the level of service our customers have come to expect.
Thoma was recognized by New York State Secretary of State Randy Daniels as a "Quality
Community Award Winner" based on our commitment to the customers we serve. We were
nominated for the award by the Cortland County Business Development Corporation and
several of our municipal customers. Thoma was also recognized as the "Medium Sized
Business of the Year" in Cortland County by the Cortland County Chamber of Commerce.
Thoma is an Affirmative Action/EEO employer, with a staff of 11. More information
regarding our company, our staff, our customers can be found on our website at
www.thomadevelonment.com.
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TfJrgt1rr fT1 omn' roots lie in grant writing and management
and are integral components of the many services we provide. Our expertise in
grantsmanship is evidenced by the over $150 million in project funding that Thoma has
secured for our customers since 1992. We have experience working with more than 30
different state, federal, and private funding sources.
For many communities, implementing a grant can often be as challenging as securing
funding. Thoma is a leader in grant project implementation and management, with particular
expertise in the administration of Community Development Block Grants, including housing
rehabilitation, homeownership, infrastructure, public facilities and economic development
projects as well as grants from the NYS Department of State, NYS Office of Parks, Recreation,
and Historic Preservation, and many others.
Thoma Development Consultants approaches grant administration work with two main
focuses: (1) partnering with our communities for the successful implementation and
completion of their grant program by lending our expertise in meeting the regulations and
requirements of the funding source, while recognizing that it is the customer's program; and
(2) recognizing that program applicants will most likely need our assistance in navigating
the program guidelines and process. Thoma is sensitive to these needs and strives to provide
the utmost in technical assistance.
Thoma's staff includes both a Grant Writing/Planning Team and a Grant Management Team.
It is our Grant Management Team that will undertake the project described herein. Their
resumes and job expertise are included later in this proposal. Over the course of 40 years,
this Team has honed its skills in helping communities implementand complete their grant
programs, resulting in positive change for the community.
Our Grant Management Team will perform, but not be limited to, such grant implementation
tasks as completing the necessary environmental reviews; establishing filing systems;
assisting with the financial management of grant funds; acting as a liaison between our
customer and the funding source; assisting with grant program monitoring; working with
local contractors; processing all required paperwork in a timely manner; discussing all grant
issues with our customers; working with other involved entities such as engineering firms;
and answering the day-to-day questions that arise. Thoma team members will also work
closely with program applicants, making them feel comfortable with the process. Thoma
Provides professional, personal and friendly attention to each of our customers.
THOMA
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Our expertise and our commitment to customer service have resulted in a number of
municipalities being repeat customers.
In order to do their jobs, our staff remains current and knowledgeable in their fields and
remain up to date with ever changing program requirements as well as, maintaining the
proper certification to address issues such as code, lead paint, and mold. In addition,
members of our staff are knowledgeable in grant program requirements such as Fair
Housing, Section 3, and Section 504; and have the proper financial management background
to carry out administration of your project.
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fI?,,,;,) »!>r,t fTI, r,,,o) has vast experience in developing and
managing housing rehabilitation programs similar to the program proposed for your
community. This experience includes implementing over 25 housing rehabilitation
programs in the past five years, a sampling of which is detailed below. Grant administration
and program delivery provided included, but is not limited to, assistance with or
management of the following areas of the program:
• Contracts
• Banking Procedures
• Adherence to Program Schedule
• Environmental Review
• Fair Housing
Eligibility Determination
• Client Intake/Technical Assistance
• Bidding Process
• Oversight of Rehabilitation Work
• Legal
• Drawdowns
• Liaison Between
Homeowner & Municipality
• Completion of Performance Reports
• Grant Monitoring/File Maintaining
City of Cortland Income Property CDBG 2019: This $500,000 grant award, awarded
through the OCR, was used to rehabilitate income properties throughout the City, where
51% of the tenants are low -to -moderate in income. In total, 5 rental properties with 26 totals
units were rehabilitated. Contact person: Scott Steve, Mayor 607-753-0872
City of Cortland Water & Sewer Lateral CDBG 2019: This $451,400 grant award, awarded
through the OCR, is being used to assist low -to -moderate owner occupied and rental
properties with replacing aging water and sewer lateral connections throughout the City. In
total, 28 properties with 41 units are being assisted. Contact person: Scott Steve, Mayor 607-
753-0872
Town of Binghamton CDBG 2018: This $500,000 grant award, awarded through the OCR,
was used to rehabilitate 14 homes throughout the Town, occupied by low -to -moderate
income homeowners. All homes were rehabilitated within the 24-month timeframe. Contact
person: Elizabeth Rounds, Supervisor 607-773-035
Town of Marshall CDBG 2018: This $500,000 grant award, awarded through the OCR,was
used to rehabilitate 13 homes throughout the Town, occupied by low -to -moderate income
homeowners. All homes were rehabilitated within the 24-month timeframe. Contact person:
John Buschmann, Supervisor 315-841-4473
THOMA
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Grant Management Team has the skills and experience
to implement a grant program that meets or exceeds your expectations. A list of the team
members is included below with resumes to follow. Some or all of the individuals may be
assigned to your Community Development Block Grant (CDBG) Program:
Grant Management Team:
Rich Cunningham, Senior Consultant - Project Oversight
Linda Armstrong, Program Manager - Program regulations; reporting; program
compliance
Daniel Ellis II, Esq., Program Manager - Environmental Reviews
Annette Dunn, Program Manager - Customer service; client intake; general grant
coordination; financial management; reporting
Phil Connery, Program Manager - Oversight of rehabilitation projects; work scope
development in consultation with program applicant; lead paint assessments, and other
1 environmental issues
Kate Blaisdell, Program Assistant - Project coordination; bidding; construction contract
d execution; grant agreements
Stephanie Lockwood, Program Assistant- Survey and data entry; public hearing process;
contracts/gather information; waiting lists; assist with the environmental review process
Tina Hall, Bookkeeper - Financial management; grant monitoring
THOMA
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Education: Relevant Project Experience:
BFA, Syracuse
University, Rich is responsible for the day-to-day operations of our company. This
1988 includes defining grant writing, planning, and administration projects and
their implementation, project scheduling, and directing staff assignments.
Main Street Rich is also directly involved grant development, grant administration, and
Manager planning projects.
Certification
Training- ♦ Developed numerous successful CFA and CDBG, including housing
National Trust rehabilitation, public facilities, economic development, and downtown
for Historic revitalization
Preservation
♦ Developed successful NYS AHC affordable homeownership/housing
Leadership rehabilitation grants
Cortland
Graduate ♦ Developed numerous HOME grants for homeownership and
rehabilitation
With Thoma
Since: 1995 ♦ Developed numerous NYS EPF grants for such projects as parks, historic
preservation, and trails
Affiliations: ♦ Developed successful grants for New York Main Street, DOS State
Vice Chair, Archives, LWRP, Historic Preservation, Restore NY and many others
Tompkins
Cortland ♦ Managed numerous New York Main Street Programs
Community
College ♦ Managed Development of several successful DRI Applications
Foundation
♦ 2018 Project Lead for Village of Waterloo Comprehensive Plan
THOMA
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Education: Relevant Project Experience:
BSE; SUNY
Cortland 1976 Linda started with the company in 1980 in a grant writing capacity. Her years of
grant writing experience, coupled with her current position on the Grant
Management Team, provide unique and varied experience. Her responsibilities
With Thoma include management of economic development opportunities especially related
Since: 1980 to Microenterprise Assistance Programs; administration of public infrastructure
projects (water, sewer, and drainage), and public facilities projects, including
federal labor compliance related to these projects; and federal reporting
Affiliations: requirements. Linda has also designed and administered homeownership
Neighborhood programs for lower income households. Listed below are examples of relevant
Reinvestment project experiences:
Corporation ♦ Designed and implementated Business Loan and Microenterprise
Certified Housing
Assistance Programs
Counselor
SUNY Cortland ♦ Small business economic development grant administration for City of
College Council; Cortland Contento Recycling and Town of Cortlandville Royal Nissan
Vice President Projects
♦ Public Facilities grants management for development of Women's Shelter
for homeless, single females in Seneca County; rehabilitation of two not -
for -profit facilities for adult, special needs populations in Otsego County;
Village of Port Dickinson Municipal Building Handicapped Accessibility
Project
♦ Villages of Parish, Oriskany Falls, Nunda, and Groton; Towns of
Springwater and Catlin; and City of Cortland sewer, water, and drainage
improvements projects
♦ Designed and implementated Multi -and Single -Family Acquisition and
Rehabilitation Programs
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Education: Relevant Project Experience:
J.D., Albany
Law School, In 2014, Dan joined the law firm of Pomeroy, Armstrong, & Casullo of
2021 Cortland, NY where he gained valuable experience in private legal practice.
Prior to beginning his professional career, he earned his B.A. degree in
BA, Urban & Urban and Regional Planning in 2008, graduating cum laude, from the
Regional University at Buffalo. Dan earned his Juris Doctorate in 2012 from Albany
Planning, Law School where he also graduated cum laude. He was a Senior Editor for
University at the Albany Law Review. Dan gained valuable experience clerking for the
Buffalo, 2008 New York State Department of Environmental Conservation's Office of
Hearings and Mediation Services under the supervision of the Chief
With Thoma Administrative Law Judge. He also clerked for an Albany based law firm
Since: 2016 focused primarily on issues involving environmental and land use law.
♦ Prepared many successful CFA & CDBG grants for municipal customers
Affiliations:
New York State ♦ Assisted customers with preparation of two successful DRI proposals
Bar Admitted
in 2021 ♦ Completed numerous diverse ERR to comply with the NEPA
Some recent projects include:
♦ 2021 Town of Cortlandville Economic Development Project
administration for Seven Valley Specialty Cables
♦ 2020 City of Cortland CDBG Economic Development Project for NY
Hemp Oil
♦ 2019 Village of Waverly Comprehensive Plan
♦ 2018 Town of Mount Morris Agricultural Plan
♦ 2018 Village of Waterloo NYMS Program
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Education: Relevant Project Experience:
Manatee Junior
College, FL Annette is the Grant Administration Team Coordinator and is responsible
1981-1984 for the administration, procurement, and financial management for
numerous grant programs administered by Thoma. She qualifies program
applicants, prepares and processes disbursement requests from funding
With Thoma sources, and monitors program budgets. The majority of Annette's
Since: 1995 experience has been working with the CDBG, AHC and HOME programs,
though she has a familiarity with administrative requirements of other
programs, such as EPF.
Affiliations:
Town ♦ Marketed and managed various OCR CDBG Programs
Councilperson,
(Former) ♦ Marketed and managed AHC Programs
♦ Marketed and managed various HOME Programs
♦ Marketed and managed various HUD CDBG Programs
♦ Fair Housing Coordinator for municipal customers
♦ Coordinated SHPO reviews, testing and energy audits for rehabilitation
projects
♦ Prepared quarterly reports for grant recipients
♦ Provided program monitoring assistance to grant recipients
♦ Reviewed and qualified applications for customers approval
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Education: Relevant Project Experience:
BA, SUNY
Geneseo, 1983 After six years as a Project Coordinator at SUNY Cortland, Phil returned to
Thoma as the Housing Rehabilitation Manager in 2013. Prior to that, he was
with Thoma for over 20 years. Phil oversees the work of our Rehabilitation
With Thoma Assistants and is responsible for housing rehabilitation projects completed
Since: 2013 under the HOME, AHC and Community Development Block Grant (CDBG)
(previously 1987- Programs. Additionally, he develops needed work scopes and provides
2008) project oversight for some of the New York Main Street (NYMS) Programs.
♦ Inspected owner -occupied homes, income properties and
Affiliations: infrastructure properties for CDBG, HOME and AHC programs
NYS DOS Code
Enforcement ♦ Developed work scopes for owner -occupied, income properties and
Officer infrastructure for CDBG, HOME and AHC programs
American
♦ Developed cost estimates for owner -occupied, income properties and
Association Home
infrastructure for CDBG, HOME and AHC programs
Inspectors
♦ Developed lead -paint -risk -assessments and clearance for owner -
EPA Certified
occupied and income properties for CDBG, HOME and AHC programs
Lead Paint Risk
Assessor
♦ Developed housing condition reports for clients
HUD/FHA Most recent projects include:
Inspector
♦ 2019 Town of Unadilla CDBG-Town-Wide Owner -Occupied Housing
Rehabilitation Program
♦ 2019 City of Cortland AHC City -Wide Owner -Occupied Housing
Rehabilitation Program
♦ 2019 City of Cortland CDBG Target -Area Infrastructure Water & Sewer
Replacement Program
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Education: Relevant Project Experience:
Tompkins
Cortland Kate assists in the implementation of housing rehabilitation programs by
Community providing customer service to homeowners and contractors, maintaining files,
College, (2018- and monitoring loan portfolios. She is currently working on a degree in Human
Present) Services from TC3. She also prepares and executes housing rehabilitation
contracts and loan agreements. Listed below are her relevant project
experiences:
With Thoma
Since: 2015 ♦ Reviewed and qualified program applicants
♦ Provided customer service to homeowners, contractors and customers
Affiliations:
Notary Public ♦ Maintained files, and monitored loan portfolios for all OCR/CDBG/
HOME programs
♦ Assisted with Microenterprise grant program file setup and
implementation
♦ Coordinated SHPO review for rehabilitation projects
♦ Assisted with file monitoring and audits of all grant programs
♦ Assisted with communication between homeowners, program managers,
contractors and customers
♦ Assisted with necessary contracts and paperwork, sending and receiving
letters of communication for the programs
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Education: Relevant Project Experience:
Tompkins
Cortland Stephanie is the newest member of the grant writing and planning team.
Community Stephanie studied Accounting and Business Management at TC3, earning two
College, 2018: associate degrees in 2018. She has a wide range of experience with non-profit
Double Major organizations and volunteering in her communities. She assists in the
preparation of grant writing, market analysis studies, and planning projects.
Stephanie incorporates her knowledge and experience of development,
With Thoma marketing and executive assistant into her projects.
Since: 2020
♦ Scheduled and coordinated required public hearings
Affiliations: ♦ Coordinated and distributed housing surveys; entered and maintained
Board of survey results
Directors,
Ithaca Free ♦ Mailed applications to property owners; created and maintained mailing
Clinic (former) lists and wait lists for grants
Tulip Travel ♦ Prepared and distributed newsletters to customers
Women's ♦ Provided administrative support for various programs including general
Opportunity correspondence, file maintenance and updated forms
Center Ithaca
♦ Assisted with bidding rehabilitation projects, insurance monitoring,
City Health general correspondence and filing
Club Ithaca
♦ Assisted with CDBG file monitoring and audits
♦ Schedule and coordinate sample properties
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Education: Relevant Project Experience:
AAS,
Tompkins Tina provides bookkeeping services for Thoma, as well as for our customers'
Cortland programs and loan portfolios. She has expertise in managing
Community payables/receivables, preparing financial statements, encumbering contracts,
College 1997 preparing bills and customer abstracts, monitoring loan repayments, and
completing federal and State financial reports. Tina routinely interfaces with
our customers' banks, clerks, and bookkeepers and ensures that all program
With financial requirements are met.
Thoma
Since: 2001 • Prepared financial statements, invoices and bills
♦ Completed Federal and State financial reports for all OCR/CDBG
Affiliations:
Programs, HOME Programs, AHC Programs
Neighborhood
• Completed customer abstracts
Reinvestment
Corporation
• Monitored loan repayments
Certified
Housing
• Assisted with file monitoring and audits of all grant programs
Counselor
Notary Public
• Prepared and executed housing rehabilitation contracts.
♦ Implemented housing rehabilitation programs
♦ Provided services to homeowners and contractors
♦ Assisted with insurance compliance
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Introduction
(E Thorna Development Consultants (Tho has a depth of familiarity in the management of
Community Development Block Grant (CDBG) Housing Rehabilitation Programs and can
provide exceptional services to the Town for its program. We have provided community
development services for municipal customers for the past forty years and have worked with
the Town of Cortlandville on other CDBG housing projects, partnering with the Town to foster
an environment for a better tomorrow.
We have reviewed a copy of the Town's Request for Proposals (RFP) and believe our firm is
most qualified to carry out the proper program delivery and administrative tasks with
respect to the Town's newly awarded CDBG Grant for a Town -Wide Single -Family Owner -
Occupied Housing Rehabilitation Program.
Thoma will undertake the following tasks in administering the Town of Cortlandville's CDBG
Program to comply with the scope of services stated in the Town's RFP:
Task 1: Program Start Up- Thoma will complete the followine tasks at the
startup of the CDBG Grant Program:
• Prepare the Environmental Review Record, which includes assisting the Town in
complying with the State Environmental Quality Review Act (SEQRA) and National
Environmental Protection Agency (NEPA) requirements.
• Assist the Town in finalizing program design and guidelines.
• Develop a grant accounting system and work with the Town to ensure all accounting is
included in the Town's accounting system.
• Develop a file maintenance system for the Town, including preparation of files for the
system.
• Develop an eligible contractors list, which includes advertising for contractors.
• Prepare/update the Town's plans, such as Fair Housing, Implementation Plan, and
other plans, related to the requirements of the CDBG Program.
THOMA
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Task 2: Intake and Oualification of Program Participants for
Rehabilitation Program- Under Task Two. Thoma will complete the followine;
• Advertise for and contact potential program participants.
• Establish a system to facilitate submission of applications.
• Perform preliminary property inspections and discuss with property owners.
• Perform work write-ups and cost estimates for selected properties.
• Conduct or contract for an EPA Lead Based Paint Risk Assessment, as required.
• Conduct or contract for a BPA certified Energy Audit for each project.
• Assist the property owner in contractor selection for bids.
• Prepare specifications and assist property owners in bidding work.
• Submit program participants to the Town Board.
Task 3: Monitoring and Completion of Rehabilitation Work- Under
Task Three. Thoma will complete the following-
. Encumber funds for the approved work.
• Prepare program documents.
• Monitor the progress of work expenditures on each property.
• Assist the Town with required security filings on each property.
• Inspect all approved work including final inspections.
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• Conduct or contract for an EPA Lead Based Paint Clearance, as required.
THOMA
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Task 4: Grant Administrative Work- Under Task Four, Thoma will
comulete the following_
• Prepare all payment and drawdown documentation.
• Submit monthly reports to the Supervisor and Town Board.
• Attend Town Board meetings, as necessary.
• Advise the Town on matters relating to the grant program and/or the Office of
Community Renewal (OCR).
• Upon approval by the Town and Town Board, prepare grant amendments or
modifications, as needed, and prepare Conflict of Interest Waivers.
Prepare all reports required by the Office of Community Renewal (OCR) including
status, annual performance, final reports, and close out.
Program Schedule
Thoma is familiar with the 24-month program schedule proposed in the Town of
Cortlandville's CDBG Grant application and is also familiar with the requirements placed on
the Town by the Office of Community Renewal (OCR). We feel confident that we can complete
this program by the December 2023 completion deadline. Our services, however, will
continue through grant monitoring and closeout, which will occur after the grant contract
deadline.
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Administration and Program Delivery Fees
Thoma will provide Program Delivery Services for a total cost of $67,500 and Administrative
services for a total cost of $20,000, plus reimbursables. All fees to be disbursed according to
the following schedule:
Program Delivery
Final Program Design:
Initial Client Contact:
Funds Encumbered: 10%
$6,150
20%
$6,150
30%
$6,150
1 40%
$6,150
50%
$6,150
60%
$6,150
70%
$6,150
80%
$6,150
1 90%
$6,150
100%
$6,150
Administration
Complete Environmental Review:
Funds Expended:
10% $1,550
20% $1,550
30% $1,550
1 40% $1,550
50% $1,550
60% $1,550
70% $1,550
80% $1,550
90% $1,550
100% $1,550
Total Fee for the Duration of the Program: $87,500
$3,000
$3,000
$4,500
THOMA
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Reimbursable Costs
Reimbursable costs will include all out-of-pocket expenses that 1'homa Development
Consultants (I'hotnca incurs during the life of this project which are eligible expenditures
from grant funds. These reimbursable costs include, but are not limited to, copying, postage,
photographs, advertising, fax transmissions, and note and mortgage filings. Mileage is not
included. Overnight travel expenses are only included when authorized in advance by the
Town.
Direct Proiect Costs
Direct projects costs are soft costs directly associated with individual projects, including
lead -based paint testing/clearance and energy audits. Thoma will provide these services
directly or indirectly through a sub -consultant. Lead -based paint testing and clearance will
be charged at a cost of $750 per project. Energy audits will be charged at a cost of $350 per
project.
Richard Cunningham, President
THOMA
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Thoina Develol ,ant Consultants (Thont, ' has a significant number of current customers
that we think will provide excellent references. The references that follow are a partial listing
of our customers for whom we have done similar work, any of whom will give an honest
assessment of our organization. We encourage you to contact them.
Contact Person
Name
and Title
Main Phone
City of Cortland
Scott Steve
607-753-0872
Mayor
City of Geneva
Sage Gerling
315-789-6104
City Manager
Village of Waterloo
Donald Northrup
315-539-9131
Village Administrator
Village of Groton
Nancy Niswender
607-898-3966
Clerk/Treasurer
Cortland County
Garry VanGorder
607-756-5005
Director, BDC/IDA
Village of Dansville
Peter Vogt
585-335-5330
Mayor
Village of Marathon
William McGovern
607-849-3812
Mayor
City of Oneonta
Gary Herzig
607-432-6450
Mayor
Office of Community
Nina Krupski
518-474-2057
Renewal(OCR)
Community Dev. Rep
THOMA
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