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HomeMy WebLinkAboutMN-IURAGOV-2010-04-06Ithaca Urban Renewal Agency Approved 5/21/10 City 108 East Green Street Ithaca, New York 14850 (607) 274-6559 559 MINUTES MINUTES Governance Committee Governance Committee 8:30 A.M., April 16, 2010 8:30 A.M., April 16, 2010 Present: Sue Cummings, Carolyn Peterson, David Whitmore Present: Sue Cummings, Carolyn Peterson, David Whitmore Absent: Kathy Schlather Absent: Kathy Schlather Staff: Nels Bohn, JoAnn Cornish, Sue Kittel, Alice Vargo Staff: Nels Bohn, JoAnn Cornish, Sue Kittel, Alice Vargo Guest: Steve Thayer, Comptroller Guest: Steve Thayer, Comptroller r, City of Ithaca r, City of Ithaca I. Call to Order I. Call to Order The meeting was called to order by Chairperson Cummings at 8:36 A.M. The meeting was called to order by Chairperson Cummings at 8:36 A.M. II Additions to or deletions from the agenda - None II Additions to or deletions from the agenda - None III. Public comment - None III. Public comment - None IV. Approval of meeting minutes: March 19, 2010 IV. Approval of meeting minutes: March 19, 2010 Peterson moved, seconded by Cummings, approval of the minutes of March 19, 2010 with minor corrections as noted. Carried Unanimously (3 – 0). Peterson moved, seconded by Cummings, approval of the minutes of March 19, 2010 with minor corrections as noted. Carried Unanimously (3 – 0). V. New Business - None V. New Business - None VI. Old Business VI. Old Business A. HUD FY 2008-09 Annual Community Assessment, CDBG - Discussion on the schedule for completion of the 2008 and 2009 audits A. HUD FY 2008-09 Annual Community Assessment, CDBG - Discussion on the schedule for completion of the 2008 and 2009 audits Cummings noted that this item is a follow-up from last month’s discussion of the Annual Community Assessment. This report found the City’s HUD Entitlement program complied with HUD requirements except for completion of the City’s 2008 financial audit, which was due September 30, 2009 and has still not been completed. Cummings noted that this item is a follow-up from last month’s discussion of the Annual Community Assessment. This report found the City’s HUD Entitlement program complied with HUD requirements except for completion of the City’s 2008 financial audit, which was due September 30, 2009 and has still not been completed. Kittel reported that she did make informal contact with our HUD representative regarding the Assessment. HUD staff indicated that many comments in the Assessment are standardized and addressed to all HUD Entitlement communities, so they should not be taken as specific to the City of Ithaca. Bohn noted that after consultation with the City Controller, he reported to our HUD representative that the 2008 City Audit is scheduled for completion by July 2010. HUD staff indicated that no further response was necessary, according to Bohn. Cummings stated, and the Committee agreed, that this HUD response needs to be documented, and it was suggested that the minutes reflect this. Kittel reported that she did make informal contact with our HUD representative regarding the Assessment. HUD staff indicated that many comments in the Assessment are standardized and addressed to all HUD Entitlement communities, so they should not be taken as specific to the City of Ithaca. Bohn noted that after consultation with the City Controller, he reported to our HUD representative that the 2008 City Audit is scheduled for completion by July 2010. HUD staff indicated that no further response was necessary, according to Bohn. Cummings stated, and the Committee agreed, that this HUD response needs to be documented, and it was suggested that the minutes reflect this. Steve Thayer arrived at 8:55 A.M. Steve Thayer arrived at 8:55 A.M. Minutes IURA ED Committee April 16, 2010 Cummings brought Thayer up-to-date on the committee’s concerns about the late financial audits. She asked Thayer to discuss the schedule for completion of audits and also noted that the IURA’s risk score for being monitored is significantly increased due to the fact that audits are continually late. She further asked if there is anything the IURA can do to bring the audit schedule into compliance with HUD requirements. Thayer indicated he very much wants to complete audits in a timely manner and apologized for any hardship the delays have caused. to where all bookkeeping, budgeting, purchasing and financial functions are completed by five staff, of which only two staff members are professionally trained as accountants. In addition, when the prior Controller retired there was a two-year gap in filling the Deputy Controller position, which created a backlog he is still working to overcome. He understands how monitoring and special audits consume staff resources, because the City has been the subject of three audits by New York State in recent years. Thayer reported that his plan is to complete the 2008 audit in June and have the 2009 audit completed by December 31, 2010. He is moving the capital budget from manual spreadsheets into the accounting software program that will save substantial time in preparing City records for auditing. Bohn asked if it was realistic to expect the 2009 audit to proceed simultaneously with development of the 2011 budget. Thayer responded that he was concerned about this, but thought it was still possible. He indicated more professional staff could help him meet deadlines, but that the City budget is very constrained and the City has imposed a hiring freeze. Thayer committed to keep IURA staff informed of progress on completion of the 2008 and 2009 audits. Thayer left the meeting at 9:20 A.M. B. Administration 1. Budget schedule It was agreed to work to develop the draft annual budget for the September Governance Committee meeting so it can be adopted no later than October. Bohn noted that the IURA fiscal year is January 1st – December 31st. 2. Workload and priority tasks There was brief discussion regarding the IURA staff work load and coordination on priority tasks. Cornish noted that the IURA management staff is trying to meet regularly to ensure coordination. 3. Hiring update Kittel reported that the Contracts Monitor I position is currently being advertised in the Ithaca Journal, Craig’s list and the job description is posted on the City’s website. 4. Salary schedule Members questioned whether a salary schedule should exist in its present state. There was agreement that the current schedule provides little guidance for setting the salary level for a newly hired employee. Cummings recommended development of a statement of general guidelines on how salaries will be calculated, but reserving flexibility in the compensation system to attract and retain qualified employees. She suggested the committee continue work on this issue. Time Benefit and Salary statement will go back to Bohn, Kittel and Cornish for discussion. Minutes IURA ED Committee April 16, 2010 C. IURA Compensation policies This item was postponed. D. IURA Human Resource and Time Benefit Policies - discussion The proposed amendments were postponed to provide the opportunity for IURA management to form a consensus recommendation. E. Bond Counsel - use of NHI bond proceeds – item not discussed F. Other – none VII. Staff Report Kittel updated the committee on the Cass Park docks project, which have been completed. She reported that there are now two newly constructed piers in place in addition to retention of the floating pier. She reported that the Ithaca Asian American Association (IAAA) has requested to tie up their two dragon boats at the docks. The Committee reviewed CDBG requirements and concluded that the IAAAs request is consistent with IURA and HUD policy for a public facility. Bohn commented that management of these docks located in Cass Park is governed by the City, not the IURA. It was noted that docking of dragon boats does not preclude public use of the docks for fishing, picnicking or launching of paddle craft and that at least two other docks have no overnight docking. It was also noted that membership in the dragon boat club is open to the general public and that the annual dragon boat festival generates significant economic benefits to the community. Whitmore left the meeting at 10:00 A.M. - Quorum was lost. VIII. Other Business A. March Financials - were not discussed B. Next Meeting May 21, 2010 IX. Adjournment Meeting was adjourned at 10:05 A.M. End Minutes prepared by A. Vargo, edited by N. Bohn. j:\community development\admin files\minutes\governance- b&a\2010\4april\minutes 4-16-10 nb edit.doc