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HomeMy WebLinkAboutMN-IURACDC-1979-03-19 t ' IL IURA/CDA MONDAY, March 19, 1979 • 3:00 p.m., Common Council Chambers 1. Minutes Approved - ,� /t 21 qua rtl-v, 2. Neighborhood Facilities a. GIAC report b. Southside report - approval of Bob Boelecke's bill 3. Historic Preservation Plaques 4. West State Street Report 5. Administration a. Benefit Package b. Financial Procedures Report c. Administrative Report - set meeting L . T1101e- o 4t.t p- er D R_TAN p rJ c 3\Z C fP CAC and IURA/CDA MONDAY, March 19, 1979 4:30 p.m., Common Council Chambers 1. Neighborhood Improvements 2. ()EDP 3. Performance Update P MINUTES IURA/CDA MEETING HELD: March 19, 1979 DATE: March 28, 1979 PRESENT: Ed Conley, Mayor, Chairman IURA, Clarence Reed, IURA, Jim Dennis, IURA, Stuart Stein, IURA ALSO: Roz Williams, Planning, Amy South, CD, H.M. Van Cort, Planning, Kathe Evans, CD, Sarah Hector, CD, Dennis Byron, GIAC, Bob Boehlecke, Architect, Members of the Press Mayor Conley called the meeting to order at 3:15. 1. Minutes of the February 22 meeting were approved. Minutes of the January meeting will be available in the future. 2. Neighborhood Facilities a) GIAC Report Boehlecke summarized his report on GIAC renovation requests regarding interior partition arrangements, preventive maintenance, energy con- servation, and handicapped access and facilities. He recommends attention be given to the structural integrity of the building. Byron stressed the shortage of office space and the importance of interior re-organization with a view toward flexibility. Williams said that $175,000 is available through the Small City Grant program and that these funds must be used within the year. $100,000 of the grant money was requested for interior renovation and the remainder would be used towards the building of a swimming pool. Conley advanced the future possibility of joint occupancy between the City Youth Bureau, GIAC, Central School and other organizations. Byron read a memo sent to IURA asking that the Agency begin negotiations with the Ithaca City School District to purchase the present GIAC facility in order to allow for the total use of these and future possible CD funds. Williams read a resolution stating that the IURA request the City of Ithaca to purchase the GIAC building. After discussion, Reed MOVED to pass the resolution. Stein seconded and the motion was unanimously carried. Reed MOVED that the staff prepare a specific offer to present to the Ithaca School Board. Stein seconded and the motion was unanimously carried. Questions were raised as to the approval of the entire GIAC report and a decision was made to strike the last clause of the resolution. Dennis MOVED to approve the report in general but not in detail. Stein seconded and the motion was unanimously carried. MINUTES IURA/CDA March 19, 1979 Page 2 b) Southside Report - Approval of Bob Boehlecke's bill Dennis MOVED to approve Bob Boehlecke's bill, Stein seconded and the motion was unanimously carried. Reed added that Boehlecke's work was highly appreciated by the Southside community and expressed thanks on the community's behalf. 3. Historic Preservation Stein MOVED to pass a resolution allocating $1,340 to design, build and place nine plaques on historic structures in the City of Ithaca. Reed seconded and the motion was unanimously carried. 4. West State Street Report Tabled 5. Administration a) Benefit Package Van Cort introduced for consideration the Benefit Package of fringe benefits for CD employees and said that no immediate action was necessary except in the category of Health Insurance. Conley pointed out that only three CD employees would be covered by the health plan and stated that every attempt had been made to join a group plan. Van Cort said that by joining the Chamber of Commerce health plan, a better rate was achieved. Conley further stated that although the health benefits and compensation differ from those of City employees, consideration was given to the fact that City jobs are career oriented and CD jobs are limited by the dictates of the Federal Program. Van Cort suggested dealing with the various benefit items at the next meeting and said he was amenable to special meetings if required by the Agency. Reed MOVED to approve the Blue Cross Chamber of Commerce health coverage. Dennis seconded and the motion was unanimously carried. b) Financial Procedures Report Williams passed out a Memo to IURA/CDA members which reported changes in financial management. She asked that this report be discussed at the next meeting and introduced two additions to the Agenda. c) Administrative report Tabled MINUTES IURA/CDA March 19, 1979 page 3 6. Fair Housing Williams explained that in reference to their Small Cities Grant Application, a request had been made by HUD to respond within 60 days to Title VIII of the Civil Rights law. She asked that the Agency approve a resolution to adopt a Fair Housing Ordinance for the City of Ithaca. Dennis MOVED to approve the resolution, Reed seconded and the motion unanimously carried. 7. Contract for 312 Program Evans explained that the 312 program will be administered by the Building Department under Thomas Hoard and that a contract is needed between that department and the CD Agency which will clearly define the obligation of both parties. It was suggested that the contract clarify Tom Hoard's role. After discussion, Dennis MOVED to approve the contract subject to approval by Martin Shapiro, City Attorney. Stein seconded and the motion was unanimously carried. Conley adjourned the meeting at 4:45. Ar ndc • Ny U L rriI j� RATEO,00_ CITY OF iTHACA 318 NORTH ALBANY STREET ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE: 272-3622 YOUTH BUREAU-GIAC CODE 607 March 16, 1979 Ithaca Urban Renewel Agency City Hall 108 East Green Street Ithaca, New York 14850 Attention: Mayor Edward J. Conley, Chairman This letter is to request that the Ithaca Urban Renewal Agency begin negotia- tions with the Ithaca City School District to purchase the present Greater Ithaca Activities Center (GIAC) facility. Rationale: 1 ) To allow for the total use of present resources available through Small Cities grant ($175,000) and future funding sources such as community de- velopment monies which have been utilized in the past. 2) To provide security so that the facility may receive further improvements that adapt to the present use of the facility. Sincerely, iri) (jA William Seldin t Dennis M. Byron • N C IURA/CDA RESOLUTION: GIAC, PURCHASE WHEREAS, the City maintains the GIAC building as a neighborhood facility, and WHEREAS, the future of the GIAC program will remain uncertain as long as the school district has an option to re-enter the building, and WHEREAS, the renovations contemplated under the Small Cities Grant Program would. not comply with State Board of Education requirements for schools, NOW THEREFORE, be it resolved that the IURA request the City of Ithaca to purchase the GIAC building from the Ithaca School District. IL March 19, 1979 Pf C IURA/CDA RESOLUTION: GIAC, RENOVATION • WHEREAS, the GIAC is a neighborhood facility that is in need of renovation for efficient program use, and WHEREAS, funds from the Small Cities Grant has been approved for this purpose, and, WHEREAS, Small Cities funds must be encumbered before January, 1980, and WHEREAS, there is an opportunity to leverage Small Cities funds by applying for additional funding in the Summer of 1979, NOW THEREFORE, BE IT RESOLVED that the IURA approves the GIAC.report as prepared by Robert Boehlecke, and BE IT FURTHER RESOLVED, that specifications be prepared for its renovation based on a priority list established by the BPW and The GIAC board and as determined eligible by CD staff. March 19, 1979 MEMO TO: IURA members FROM: Thys Van Cort DATE: MARCH 19, 1979 RE: Proposed Benefit Package Attached is a proposed benefit package available to C.D. employees for your consideration today. The employees for whom this package would be available are: Ron Osher - Rehabilitation Specialist Katherine Evans - Housing Specialist (no Health Insurance) Amy South - C.D. Project Planner (no Health Insurance) Natalie de Combray - halftime C.D. secretary and a 312 finance counselor (in process of being hired) BENEFIT PACKAGE FOR CD STAFF (. I. Vacation, Overtime & Holidays* A. Vacation Each employee, full or part time, will receive two weeks paid vacation at the current weekly wage rate after one year of service. B. Overtime* Employees shall be compensated for time worked in excess of their full or half-time hours per week in compensatory time at the straight time rate. Such compensatory time shall be taken by the employee at a time approved by the Executive Director. Under time of particularly heavy work load, an employee may be paid in cash for overtime rather than in time off. Compensatory time off may be added to vacation time off with the approval of the Executive Director C. Paid Holidays Each employee shall receive 10 paid holidays per year. Holidays shall be the same as those taken by CSEA employees. II. Sick Days, Personal Days, Etc.* A. Each employee shall receive 12 days of sick leave per year accumulated at the rate of 1 day per month beginning with the date of employment. B. Employees may take 3 personal days per calendar year. Personal leave shall be granted to allow the employee to conduct personal and/or family business which otherwise falls on a work day. C. In the case of bereavement, the employee may take 3 days bereavement leave, which may be extended to 1 week at the discretion of the • Executive Director. • III. Medical Insurance Employees (full or part time) will receive Health Benefits, as similar to City employees as possible, paid for by the employer. The employer will pay the premiums for family or individual health insurance. * All employees working a monthly average of 17.5 hours per week or more will receive time off for vacation, holidays, sick days, personal days, proportionally equivalent to those of a full time employee based on the number of hours worked. IL F. BENEFIT PACKAGE FOR CD STAFF Ark Page 2 IV. Retirement and Other Salary Related Deductions A. Each employee (part time and full time) shall receive 5% of their yearly salary for their own individual or group retirement account. B. Social Security, unemployment insurance and workman's compensation will be deducted from the employee's salary and the appropriate contributions will be made by the employer to those funds for the employee. • March 19, 1979 Pf If %ms'sIM - co; CITY OF ITHACA 31B NORTH ALBANY STREET ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE: 272-3622 YOUTH BUREAU-GIAC CODE 607 March 16, 1979 Ithaca Urban Renewel Agency City Hall 108 East Green Street Ithaca, New York 14850 Attention: Mayor Edward J. Conley, Chairman This letter is to request that the Ithaca Urban Renewal Agency begin negotia- tions with the Ithaca City School District to purchase the present Greater Ithaca Activities Center (GIAC) facility. Rationale: 1 ) To allow for the total use of present resources available through Small Cities grant ($175,000) and future funding sources such as community de- velopment monies which have been utilized in the past. 2) To provide security so that the facility may receive further improvements that adapt to the present use of the facility. Sincerely, • William Seldin Dennis M. Byron C IURA/CDA RESOLUTION: , GIAC, PURCHASE WHEREAS, the City maintains the GIAC building as a neighborhood facility, and WHEREAS, the future of the GIAC program will remain uncertain as long as the school district has an option to re-enter the building, and WHEREAS, the renovations contemplated under the Small Cities Grant Program would not comply with State Board of Education requirements for schools, NOW THEREFORE, be it resolved that the IURA request the City of Ithaca to purchase the GIAC building from the Ithaca School District. • • IL March 19, 1979 Pf C IURA/CDA RESOLUTION: GIAC, RENOVATION WHEREAS, the GIAC is a neighborhood facility that is in need of renovation for efficient program use, and WHEREAS, funds from the Small Cities Grant has been approved for this purpose, and, WHEREAS, Small Cities funds must be encumbered before January, 1980, and • WHEREAS, there is an opportunity to leverage Small Cities funds by applying for additional funding in the Summer of 1979, NOW THEREFORE, BE IT RESOLVED that the IURA approves the GIAC report as prepared by Robert Boehlecke, and BE IT FURTHER RESOLVED, that specifications be prepared for its renovation based on a priority list established by the BPW and The GIAC board and as determined eligible by CD staff. March 19, 1979 41\ The Ithaca Landmarks Preservation Commission would like to sponsor a citywide plaque system of our locally and nationally recognized landmarks. These plaques would be designed and executed by local artists and crafts- ; men and would include a pictorial representation of each structure as well as architectural and historical information. There are a total of nine I (9) designated landmarks within the City, including the Ithaca Calendar Clock Co. , Boardman House, Clinton House, Lehigh Valley Railroad Station, St. James A.M.E. Zion Church, The Strand, The Ithaca Gas Works, South Hill School , and the Old County Court House. Each of these plaques would be placed on a prominent but slightly protected area of each landmark. In conjunction with this project, our Ithaca Landmarks Preserva- tion Commission is putting out a flyer that will identify our historic. districts and landmarks and will be made readily available to residents of the City as well as out-of-town visitors. We hope that efforts such as these will increase local appreciation of our architectural heritage and resources as well as provide additional tourist interest in our down- town. BUDGET • Materials $ 25.00 Bronze Informational Text 25.00 Ilk Labor-Carving 75.00 Labor-installation 10.00 $ 135.00 9 Plaques @ $135.00 $1 ,215.00 10% contingency fund 125.00 $1 ,340.00 SH:jv P&D March 19, 1979 RESOLUTION - PLAQUES WHEREAS, there is $9,500 which has been loaned to the Historic Resources Survey which will be repaid by N.Y.S. Parks and Recreation, and WHEREAS, Historic Plaques on the major historic structures in Ithaca is desirable, THEREFORE, BE IT RESOLVED, that $1 ,340.00 be allocated from this $9,500 to design, build and place nine (9) historic plaques on structures in the City of Ithaca. SH:jv P&D March 19, 1979 i;^' .ill 'V.?"=------.---;---- � T4,L: - 3 s i!I it a: L/ % I ri 9p06fEO--` / CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14050 TELEPHONE: 272-1713 CITY PLANNING & DEVELOPMENT BOARD CODE 607 MEMO TO: IURA/CDA FROM: Rosalind Williams SUBJECT: Financial Audit Response DATE: March 19, 1979 The Final Audit report submitted to the Agency on Dec. 15, 1978, addressed financial management problems that were in existence during the period the audit covers. The staff recognized these inadequacies and requested changes approximately a year ago. This memo is to report what changes Chave been made. A new system was designed for allocating cost. Instead of allocating bills to activity lines(i.e. public fac. improvements which were too broad), program lines are now used. This method allows us to distinguish between neighborhood fac. improvements and sidewalk improvements (both under the old system would be public site improvemtns). It relates directly to the way C.D. budget is approved. Under each program line there can be several projects, therefore, each project is a subset of a program. In order to convert to a program based system, all vouchers were reviewed and reassigned to program and project lines. At the same time. we ordered purchase orders and designed a set of forms to provide information needed to control the payment of bills according to C.D. regulations and to communicate with the" accountants. 1 . Program and Project Ledger This sheet has the program, project, responsible agency, contractor(s) involved, program number, date of release of funds and contract date. All of this information is needed before a bill can be paid. Each project has a separate sheet which is placed in the project's file and in an overall reference file for accounting purposes. 2. Monthly C.D. Ledger Information on the Program and Pro.iect Ledger sheets is used to complete a checklist of necessary IL documentation before the anticipated payments sheet is sent to the accountants. r• _.• MEMO AUDIT RESPONSE MARCH 19, 1979 a. ticipated Payment Sheet All contractors are informed by letter to submit bills before the 7th of each month if they expect to be paid by the begininning of next month. A drawdown which requires an agency member's signature and staff signature is prepared by the account- ants from an anticipated payment's sheet. The drawdown takes approximately 12 days to process through the U.S. Treasury. In the interim, bills can be approved by the IURA where necessary. Bills from projects that have check points written into the contract, or need a determination by the agency of satisfactory completion of phases of a project, are sent to the agency before payment. Administrative costs, payroll and contracted ongoing programs with other reporting procedures to the IURA, are processed without Agency approval . 4. Request for Checks Before the 30th of each month, checks are requested. All documentation ( purchase orders and vouchers or bills) is submitted with the request for checks to the accountants. The accountants prepare checks and send the checks with the same documentation for signing by an agency member and a designated staff member: The financial management system is not complete. Some of the procedures established have been formally adopted by the IURA. However, there are still a number of policies and procedures that need to be reconciled with the IURA. For instance: 1 . What bills need agency approval before payment? 2. Who is responsible for financial management within the staff? 3. What agency members should be the signators if HUD does not allow all IURA members to sign? • 4. What regular audit procedures, if any, should be established within the IURA? 5. What items should be purchased through public bid? • 6. When should the IURA establish a contract for services with City Departments? Recommended policies for these and other matters which affect financial management will be presented by the staff for IURA's consideration in the near future. a The Ithaca Landmarks Preservation Commission would like to sponsor a citywide plaque system of our locally and nationally recognized landmarks. These plaques would be designed and executed by local artists and crafts- men and would include a pictorial representation of each structure as well as architectural and historical information. There are a total of nine - (9) designated landmarks within the City, including the Ithaca Calendar Clock Co. , Boardman House, Clinton House, Lehigh Valley Railroad Station, St. James A.M.E. Zion Church, The Strand, The Ithaca Gas Works, South Hill School , and the Old County Court House. Each of these plaques would be placed on a prominent but slightly protected area of each landmark. In conjunction with this project, our Ithaca Landmarks Preserva- tion Commission is putting out a flyer that will identify our historic districts and landmarks and will be made readily available to residents of the City as well as out-of-town visitors. We hope that efforts such as these will increase local appreciation of our architectural heritage and resources as well as provide additional tourist interest in our down- town. . BUDGET • Materials $ 25.00 Bronze Informational Text 25.00 • ` Labor-Carving 75.00 Labor-installation 10.00 $ 135.00 9 Plaques @ $135.00 $1 ,215.00 10% contingency fund 125.00 $1 ,340.00 • SH:jv P&D March 19, 1979 r RESOLUTION - PLAQUES WHEREAS, there is $9,500 which has been loaned to the Historic Resources Survey which will be repaid by N.Y.S. Parks and Recreation, and WHEREAS, Historic Plaques on the major historic structures in Ithaca is desirable, THEREFORE, BE IT RESOLVED, that $1 ,340.00 be allocated from this $9,500 to design, build and place nine (9) historic plaques on structures in the City of Ithaca. • SH:jv P&D March 19, 1979 • • AGREEMENT/COOPERATION AGREEMENT - between COMMUNITY DEVELOPMENT AGENCY and City of Ithaca, Building Department - (Operating Agency or Public Body) for 312 Loan Administration (Name of Project) 4th Year Entitlement and Small Cities Grant, 403,S104 (Community Development Program and number) -i- • AGREEMENT FOR PROJECT ADMINISTRATION PART ONE THIS AGREEMENT, consisting of Part I and Appendices such parts attached hereto, and made a part hereof, and herein called the Agreement, entered into this day of 19 , by and between the Community Development Agency, acting through, and in behalf of the City of Ithaca and , organized under the laws of the State of New York, hereinafter called the Operating Agency/Public Body. WITNESSETH THAT: WHEREAS, the City of Ithaca has entered into an agreement with the Department of Housing and Urban Development for the purpose of conducting a Community Development Program (hereinafter referred to as the Program) , with Federal financial assistance under Title I of the Housing and Community Development Act of 1974 (hereinafter called Act) , WHEREAS, the Community Development Agency, acting through and an behalf of the City of Ithaca, desires to engage the Operating Agency/Public Body to render certain services in connection therewith: NOW THEREFORE, the parties hereto mutually agree as follows: I. SCOPE OF SERVICES The Operating Agency/Public Body shall , in a satisfactory and proper manner as determined by the Community Development Agency, perform the tasks necessary to conduct the Project outlined in the Narrative and Budget .attached hereto and made a part hereof, as Appendix A, and identified as follows : 312 Rehabilitation Loan Administration Page viii (A) (Name of Project) (Page Numbers - Narrative) $110 ,000.00 • Page viii (II) (Total Cost) (Page Numbers - Budget) II. TIME OF PERFORMANCE The services of the Operating Agency/Public Body are to commence upon receipt of an Order to Proceed from the Community Develop- ment Agency and shall be undertaken and completed in such sequence • -ii • • Ir as to assure their exped.i'tious completion in the light of the purposes of this Agreement and within the budget amount author- ized. III. ASSISTANCE AND DATA TO BE FURNISHED TO • OPERATING AGENCY/PUBLIC BODY • All information, data, reports, records , and maps as are exis- ting, available and necessary for the carrying out of the 'work as outlined above shall be furnished to the Operating Agency/ Public Body without charge by the Community Development Agency. 1 - . IV. USE OF FUNDS I I . Project funds shall be used for those costs which are appli- cable to this Agreement . Project funds shall not be used to replace nonfederal contributions in any federally-aided under taking where an agreement has been entered into with any Federal • agency obligating such nonfederal contribution with respect to such undertaking. 2. No project funds shall be obligated for payment of: . a. Costs incurred for the Project prior to the Order to Proceed. b. Costs incurred with respect to any action of the Project after the Agency has requested that the Operating Agency/ Public Body furnish data concerning such action prior to proceeding further, unless and until the Operating Agency/Public Body is thereafter advised by the Administration that there is no objection to so proceeding. 3 . No member of or Delegate to the Congress of the .United .States , and no Resident Commissioner, shall be admitted to any share or • part of this Agreement or to any benefit to arise from the same. 4. No officer or employee of the Grantee, or its designees or agents , no member of the governing body of the locality in which the program is situated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his tenure or for one year thereafter shall have any interest , direct or indirect, in any contract or subcontract, or the proceeds there- • of, for work to be performed in connection with the program ILassisted under the Agreement . • 5. The assistance provided under this Agreement shall not be used in the payment of any bonus or commission for the purpose of obtaining HUD approval of the application for such assis- tance, or HUD approval of the application for such assis- tance, or any other approval or concurrence of HUD required under this Agreement, Title I of the Housing and Community Development Act of_ 1974 or HUD regulations with respect there- to; provided, however, that reasonable fees or bona fide tech- nical , consultant, managerial or other such services other than actual solicitation, are not hereby prohibited if otherwise eligible as program costs. • 6. The Operating Agency/Public Body agrees to refund to the Community Development Agency any payment or portions of payments which the Agency determines were notproperly due to the Operat- ing Agency/Public Body under the terms of this Agreement- . V. FINANCIAL MANAGEMENT 1 . The Operating Agency/Public Body must comply with Standards for Grantee Financial Management Systems attached hereto and made a part hereof as Appendix B. • 2. Any person or persons responsible for the receipt, custody, • and disbursements of program assets shall be covered by fidelity bond in. an amount consistent with the Agency 's policy, and proof of coverage shall be available for inspection by the Agency. VI. PROCUREMENT Purchases involving amounts under $1000 .00. The Operating Agency shall have authority to make purchases involving sums under • $1000.00 without formal bids. However, the Operating Agency shall in all cases solicit telephone or written bids and shall keep and maintain a written record of the bids received or the • reasons for not soliciting bids . Purchases involving amounts over $1000 .00 . On purchases or contracts involving over $1000 .00, the Operating AGency shall solicit bids or proposals by advertising in a newspaper or newspapers having a substantial circulation in the City. VII. METHOD OF PAYMENT 1. It is expressly understood and agreed that in no event will the total compensation to be paid hereunder exceed the maximum sum of for all of the services required. • • -iv- 2. Payments shall be made to the Operating Agency/Public Body upon submission of approved requisitions and/or financial statements and their approval by the Agency. VIII. FINDING CONFIDENTIAL Nothing in this Agreement shall be construed to violate the privacy of individuals who are served by, the Project, nor shall this Agreement be construed to require the Operating Agency/Public Body to publish or release information to third parties which would violate the privacy of such individuals. It is further agreed that information obtained and used by the Agency, as required by this Agreement, shall not be used or disclosed in such away as to violate individual privacy and client relationships. IX. EVALUATION The Operating Agency/Public Body hereby agrees to participate fully, with the guidance and assistance of the Agency in the implementation and maintenance of an evaluation system whereby the Project may be continuously monitored. The Agency agrees to share such data and reports derived therefran. The Operating Agency/Public Body shall have an opportunity to review and comment on all drafts and final reports regarding recommendations the Agency is required to make regarding future directions of the Project, including termination, diminution, or expansion, and modification and/or change of sponsorship. The Operating Agency/Public Body agrees to comply with the evaluation and information requirements issued by the Agency and incor- porated herein by reference. The City of Ithaca Building Department shall make written monthly reports to the Agency for the fist six months of the project, and thereafter quarterly reports shall be submitted to the Agency. X. ASSIGNAKIXTY The Operating Agency/Public Body shall not assign any interest in this Agreement and shall not transfer any interest in the same without the prior written consent of the Agency thereto. XI. SUSPENSION OR TERMINATION • The Agency may suspend or terminate payment of the Project in whole or in part for cause. Cause shall include the following: (1) ineffective or ' improper use of Project funds; (2) failure to comply with either the terms and conditions of thei Agreement or of the Program; (3) submittal to the Agency of reports which are incorrect or incomplete in any material respect. • • • -v- IL (4) termination_ of funding by the Department of Rousing and Urban Development; and (5) if for any reason the carrying out of this Agreement is rendered impossible or infeasible. If the Agency withholds payments, it shall advise the Operating Agency/Public Body and specify the actions that must be taken, in. writing,-. in- case of suspension, as a condition -precedent to the resumption of payments, and specify a reasonable date for compliance. The Operating Agency/Public Body will remit any unexpended balance of fhe .payments on account of the Agree- ment, in case of termination, as well as such other portions of such payments previously received as determined by the Agency to be due. The action of the Agency in accepting any such . amount shall not constitute a waiver of any claim which the City of Ithaca may otherwise have arising out of this Agree- ent. XII. DELIVERY OF SERVICES The Agency and the Operating Agency hereby agree to use their best efforts to ensure thpt all the services under this Agree- ment are provided at such times and in such places as will best meet the needs of Project recipients or CD area residents. In particular, location of new offices serving residents must, where feasible, be in the CD area , in places which are easily accessible, and centrally located for the clients. The Operat- ing Agency will consult with the Agency during the planning of such offices, and the Agency must approve in writing of the final choice of location. XIII. EMPLOYMENT OPPORTUNITIES FOR BUSINESS AND LOWER INCOME PERSONS 1 . The Operating Agency/Public Body will comply with the re- quirements of Title 24, Part 135, Employment Opportunities for Businesses and Lower Income Persons in Connection with Assisted Projects, attached hereto and made a part hereof as Appendix C. • 2. The Operating Agency/Public Body will comply with the man- power requirements issued by the Community Development Agency and incorporated herein by reference. XIV. EQUAL EMPLOYMENT The Operating AGency/Public Body will comply with Title 3 , Executive Order 11246 , Equal Employment Opportunity, attached hereto and made a part hereof as Appendix D. • -vi- ILxv. SEVERABILITY OF PROVISIONS If any provision of this Agreement is held invalid, the remain- der of this Agreement shall not be affected thereby, if such remainder would then continue to conform to the terms and re- - quirements of- applicable-law. XVI. MAINTENANCE OF EFFORT Payment by the Agency shall be conditioned upon the maintenance during the period of this Agreement by the Operating Agency/ 1 Public Body, a level of aggregate expenditures for its other current projects or activities which is not less than the level of aggregate expenditures for such projects or activities prior to the execution of this Agreement. The Operating Agency/Public Body will promptly notify the Agency of any matters which have a material tendency to affect compliance with this requirement. . XVII. COMPLIANCE WITH OTHER FEDERAL REGULATIONS The Operating AGency/Public Body agrees to comply with the following Federal regulations as they may apply to project administration: The regulations are incorporated herein by reference. • Flood Disaster Protection Act of 1973 (P.L. 93-234) HUD Lead-Based Paint Regulations, 24 CFR Part 35 Clean Air Act, as amended, . 42 USC 1857 et seq. Federal Water Pollution Control Act , - as amended, 33 USC 1251 et seq. Regulations of Environmental Protection Agency, 40 CFR Part 15 , as amended. Federal Labor Standards, 29 CFR Parts 3 , 5, and 5a of Department of Labor Nondiscrimination Under Title VI of the Civil Rights Act of 1965 . • • • • • • -vii- IN WITNESS WHEREOF, the Commun-ity Development Agency and the IE ,Operating Agency/Public Body , have entered into this Agreement as of the date first above written. CITY OF ITHACA • Edward J. Conley Mayor COMMUNITY DEVELOPMENT AGENCY Chairman • Creldl-P-i Agency/.=- c.[=t I: c ch.1 IL • APPROVED AS TO FORM AND LEGALITY City Clerk FUNDS AVAILABLE AND ENCUMBERED • SCIARABBA WALKER & CO_ , Accountants for the Community Development Fund, City of Ithaca • IL • -Vlll^ II. Project Budget The budget for the 3 year 312 project is funded by Entitlement funds and Mall Cities Sources. Entitlement and Small Cities Budget for 312 Rehabilitation Project 1979 budget 1980 budget. 1981 budget Tbtal 312 administration $36,300 $36,300 $36,300 $108,900 A. In order to facilitate rehabilitation in the target area of properties which require a considerable amount of rehabilitation work (beyond what is a usual size loan from INNS high risk loan fund) , of properties which are used for commercial or mixed commercial and residential uses, and of properties which include multi family units, the Building Department under the direction of 'I n Hoard shall administer a 312 low interest loan program. The terms, focus and conditions of these loans shall be determined by HUD, with the advice of a loan committee. Air i. Qy ITS y dZle..t+. 3 Z'r qe Sr ��1 • CITY OF ITHACA • 106 EAST GREEN STREET ITHACA, NEW YORK 14250 • TELEPHONE: 272-1713 CITY PLANNING 8 DEVELOPMENT BOARD CODE 607 MEMO TO: IURA/CDA FROM: Rosalind Williams SUBJECT: Financial Audit Response DATE: March 19, 1979 The Final Audit report submitted to the Agency on Dec. 15, 1978, addressed financial management problems that were in existence during the period the audit covers. The staff recognized these inadequacies and requested changes approximately a year ago. This memo is to report what changes have been made. A new system was designed for allocating cost. Instead of allocating bills to activity lines(i .e. public fac. improvements which were too broad), program lines are now used. This method allows us to distinguish between neighborhood fac. improvements and sidewalk improvements (both under the old system would be public site improvemtns). It relates directly to the way C.D. budget is approved. Under each program line there can be several projects, therefore, each project is a subset of a program. In order to convert to a program based system, all vouchers were reviewed and reassigned to program and project lines. At the same time, we ordered purchase orders and designed a set of forms to provide information needed to control the payment of bills according to C.D. regulations and to communicate with the accountants. 1. Program and Project Ledger This sheet has the program, project, responsible agency, contractor(s) involved, program number, date of release of funds and contract date. All of this information is needed before a bill can be paid. Each project has a separate sheet which is placed in the project's file and in an overall reference file for accounting purposes. 2. Monthly C.D. Ledger Information on the Program and Pre.iect _ Ledger sheets is used to complete a check list of necessary IE documentation before the anticipated payments sheet is sent to the accountants. MEMO l''• AUDIT RESPONSE MARCH 19, 1979 IL 3. Anticipated Payment Sheet All contractors are informed by letter to submit bills before the 7th of each month if they expect to be paid by the begininning of next month. A drawdown which requires an agency member's signature and staff signature is prepared by the account- ants from an anticipated payment's sheet. The drawdown takes approximately 12 days to process through the U.S. Treasury. In the interim, bills can be. approved by the IURA where necessary. Bills from projects that have check points written into the contract, or need a determination by the agency of satisfactory completion of phases of a project, are sent to the agency before payment. Administrative costs, payroll and contracted ongoing programs with other reporting procedures to the IURA, are processed without Agency approval . 4. Request for Checks Before the 30th of each month, checks are requested. All documentation ( purchase orders and vouchers or bills) is submitted with the request for checks to the accountants. The accountants prepare checks and send the checks with the same documentation for signing by an agency member and a designated staff member. The financial management system is not complete. Some of the procedures established have been formally adopted by the IURA. However, there are still a number of policies and procedures that need to be reconciled with the IURA. For instance: ' 4, 1. What bills need agency approval before payment? 2. Who is responsible for financial management within the staff? • 3. What agency members should be the signators if HUD does not allow all IURA members to sign? 4. What regular audit procedures, if any, should be established within the IURA? 5. What items should be purchased through public bid? 6. When should the IURA establish a contract for services with City Departments? Recommended policies for these and other matters which affect financial management will be presented by the staff for IURA's consideration in the near future. i MEMORANDUM TO; ITHACA URBAN RENEWAL AGENCY/COMMUNITY DEVELOPMENT AGENCY FROM: AMY SOUTH SUBJECT: TITLE VIII - FAIR HOUSING DATE: March 19, 1979 HUD has commented on our performance in Fair Housing in both our 4th year Performance Report and First year Small Cities contract. They want a "plan to insure compliance", which basically means a Fair Housing Ordinance for the City of Ithaca. Until we have this or show action toward this end, they will continue to question our Community Development cFunds. We would like the Agency to request that the City adopt a Fair Housing Ordinance in order to comply with Community Development Performance requirements. f p • r•� IURA/CDA RESOLUTION: FAIR HOUSING ORDINANCE WHEREAS, we would like to insure fair housing for all residents of Ithaca, and WHEREAS, fair housing is a requirement for acceptable performance of Community Development funding, THEREFORE, BE IT RESOLVED, that the IURA/CDA requests the City of Ithaca to adopt a Fair Housing Ordinance. March 19, 1979 Pf e . ITHACA NEIGHBORHOOD HOUSING SERVICES, INC. BALANCE SHEETS FOR RESTRICTED FUNDS t . , , March 1979 HIGH RISK REVOLVING CLEAN-UP LAND BANK ASSETS LOAN FUND LOAN FUND FUND FUND Cash: Checking - $ 40,428.06 $3,603.23 $5,805.99 Savings - $ 45,545.33 Loans Receivable - $149,541.99 Construction in Progress - $ 65,585.58 $35,691.69 Mtg. Tax Receivable - $250.00 Due from City of Ithaca - $ 21,145.42 ICCAL $127,409.06 $195,087.32 $3,603.23 $41,497.68 • LIABILITIES AND FUND BALANCE Liabilities: Loans in Process- $123,434.06 Due to Hare Owner- $3,975.00 Fund Balance: Unrestricted *$ 1,687.68 Restricted **$193,399.64 $3,603.23 $41,497.68 Earnings (Losses) - TOTAL $127,409.06 $195,087.32 $3,603.23 * interest earned (in 1979) **Loan Fund transfers(to date) • • 1 ACTIVITY REPORT March 31, 1979 SCARY • 1977 - 1979 • • 1977 1978 1st Qt. 1978 1st Qt. 1979 Total '77-'79 to date Requests: Southside 97 72 16 7 176 Northside 30 33 7 14 77 Outside 17 11 . 4 1 29 Total 14 116 27 22 282 Assistance: Construction Completed Total • # 40 • 39 5 3 82 $ 51,402 190,608 31,661 23,300 265,310 INHS Financed # 9 17 • 3 3 29 $ 27,771 142,752 24,693 23,300 193,823 Assistance: New Loans Approved # 16 15 2 9 40 $ 87,764 142,010 4,567 84,101 313,884 Code Actitity: Inspections Violations 55 168 57 43 266 No Violations 14 70 9 3 87 Total 69 238 66 46 253 Reinspections • Violations # 17 55 10 28 100 Corrected $ 24,364 24,886 3,831 61,357 110,607 Total INHS & Code Construction Activity # 51 92 15 31 174 j $ 58,702 211,659 35,492 84,657 355,018 Building Permits Current Year # 101 113 17 23 237 $ 240,085 342,294 63,350 65,080 647,459 1974-76 Avg. # 75 75 14 14 164 $ 146,664 146,664 37,537 37,537 330,865 Total Construction Activity Undup icatc 1 Total of all # 132 192 32 45 369. '- completed r, truction $ 224,981 474,952 •^8,851 - 116,057 815,990 tilit