HomeMy WebLinkAboutMN-IURACDC-1979-03-19 t '
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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
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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.
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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
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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
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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.
•
•
•
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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.
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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.
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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.
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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 .
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-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
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Creldl-P-i Agency/.=- c.[=t I: c ch.1
IL
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APPROVED AS TO FORM AND LEGALITY
City Clerk
FUNDS AVAILABLE AND ENCUMBERED
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SCIARABBA WALKER & CO_ , Accountants
for the Community Development Fund,
City of Ithaca
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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
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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
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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)
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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