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HomeMy WebLinkAboutMN-IURACDC-1980-06-11 I June 11 , 1980 3:30 p.m. Planning and Development Office PRESENT: Jim Dennis, IURA/CDA Clarence Reed, IURA/CDA Anne Jones, IURA/CDA H.M. Van Cort, IURA/CDA Jasmine Lim, C.D. Coordinator Kathe Evans, C.D. Specialist Donna Siewratten, C.D. Bookkeeper Press In the absence of Mayor Bordoni , Acting Chairman Jim Dennis called the meeting to order at 3:30. I. Executive Session The Agency went into Executive Session to discuss Personnel . The meeting was reconvened at 4:00 and Jones MOVED the following Resolution: BE IT RESOLVED that the Personnel Chapter of the C.D. Administrative Manual be amended as follows: 1. Attachment B - Salary Ranges is replaced by the attached table. 2. Attachment I. - C.D. Bookkeeper job description, as attached, be added to the Personnel Chapter. BE IT FURTHER RESOLVED that the Chairman is hereby authorized to sign C.D. staff contracts as follows: 1 . Natalie de Combray as Administration Assistant at Step 1 of the 1980 Salary Range effective January 1 , 1980 and at Step 2 effective February 20, 1980. 2. Donna Siewratten as C.D. Bookkeeper at Step 1 of the 1980 Salary Range effective June 10, 1980. 3. Katherine Evans as C.D. Housing Specialist at Step 4 of the 1980 Salary Range effective January 1 , 1980 and at Step 5 effective August 1 , 1980. IURA/CDA June 11 , 1980 page 2 4. Jasmine Lim as C.D. Coordinator at Step 3 effective February 18, 1980. Dennis SECONDED and MOTION PASSED The last paragraph of the draft resolution was tabled to a future meeting. With regards to the C.D. Bookkeeper, Reed suggested the possibility of having the City Controller periodically review the work for consistency with city recordkeeping. Van Cort said he would look into this. II. Drawdown Signators Lim suggested changing the Drawdown signators to the Mayor and James Dennis because of their greater accessibility. She said that with the construction season in full swing, the C.D. staff has run into major problems in issuing checks quickly. She said she was afraid that contractors will not continue to bid for work if they feel that the bureaucracy was too complicated and payment too slow. Jones suggested that more warning could be given as to when a Drawdown would be made and said that she was still willing to continue as a signator. Dennis said he would be away for the first week of August. After further discussion, Reed MOVED and JOn€s SECONDED the following Resolution: RESOLVED that Anne Tompkins Jones and James P. Dennis act as Drawdown Signators for the Community Development Agency. MOTION PASSED and new cards were filled out and signed. III. Affirmative Action Policies Evans presented two draft resolutions dealing with Affirmative Action policies. She said that as there were few minority female and minority owned businesses in the county, staff hoped to be able to advertise and contact those female and minority owned businesses within a 60 mile radius when a construction or desiO project is let out to bid. She added that HUD would inform them when a new contractor moved into this radius.and C.D. staff and the Board of Public Works would make contact with them when such bidding was forthcoming. The second draft resolution, she said, was self explanatory. IURA/CDA June 11 , 1980 page 3 Jones said she had no problems with the purpose of the resolutions but wondered if it might be construed by the Black Caucus leader Mr. Kumanyika to be after the fact. She said that it might be better to maintain that C.D. and the IURA have always complied with HUD requirements. Reed said that he recognized that the IURA/CDA had always had good affirmative action policies but said that the expansion of contact to a 6o mile radius would give more opportunity to female and minority owned businesses and that passing the second resolution would affirm the City's seriousness in carrying out these policies. Evans pointed out that neither of these actions were required by HUD but were above and beyond their affirmative action regulations. She said that she felt it should have been done before and that it was better done late than never. Dennis said that the Agency had done more than the City but that there was no distinction between the two in the public eye. He said that every added step in the process is good and added that Mr. Kumanyika would understand it was done in good faith. After further discussion, reed MOVED and Dennis SECONDED the following Resolution: • WHEREAS, it has been the policy of the IURA/CDA to comply with HUD Section 3 regulations which require that every effort be made to let C.D. funded contracts to small local businesses who - hire local target area employees, and WHEREAS, it has been the policy of the IURA/CDA to comply with HUD Equal Opportunity/Affirmative Action Regulations which require among other provisions that every effort be made to hire and use minority and female owned businesses on C.D. funded projects, and WHEREAS, some of the actions taken to meet Section 3 and Equal Opportunity regulations include, but are not limited to 1 ) written and telephone contact to local and regional businesses to inform them of an upcoming job and the avail- ability of plans and specifications (this is in addition to Ii IURA/CDA June 11 , 1980 page 4 required legal notices in newspapers), 2) locating plans and specifications in the nearby metropolitan areas of Syracuse and Elmira, and 3) waiving of the requirement of a performance bond in lieu of a payment plan acceptable to the City Attorney, and, WHEREAS, there are very few minority and female owned businesses in Tompkins County, NOW, THEREFORE, BE IT RESOLVED that the IURA/CDA instructs its staff and the contracting arm of the City, the BPW, on all. C.D. full or partially funded jobs, to contact any and all minority and female owned businesses within a 60 mile radius when a construction or design project is let out to bid. Contact shall consist of a xeroxed copy of the legal ad or RFP with a written letter or memo of invitation to bid including the name of a contact person to call if the business person has any questions. . MOTION PASSED. Reed MOVED and Dennis SECONDED that WHEREAS, it is the goal of the city to fully implement its Affirmative Action plan, and WHEREAS, it is realized by the IURA/CDA that the city uses a variety of grantees, sub-grantees, contractors and subcontractors to carry out its activities and responsibilites, now THEREFORE BE IT RESOLVED that the Mayor shall prepare an open letter urging the hiring of minority and female persons by grantees, subgrantees, contractors and subcontractors. This letter will be included as a part of all RFP's and Requests for Bids (Bid Documents) so that such orantees and contractors shall be aware of the city's goals. MOTION PASSED. IURA/CDA June 11 , 1980 page 5 IV. Cherry Street Transfer Van Cort referred the Agency to the memos and information sent out and said that the subject had already been before the IURA and Common Council . Bottge said that Precision Filters was now ready to begin building and was waiting for the lease. Agreements worked out at staff level were acceptable to both parties and Bottge added that Mr. Chandler was a pleasure to work with. Bottge also said that 50 people would be employed in the first year. Jones reminded the Agency that Stein had raised questions regarding the ramifications of liability and Bottge said he had checked with Ithacagency, who handle municipal coverage, and they said that the City's coverage could be extended to the Cherry Street property for a very slight increase. Jones MOVED and Reed SECONDED that WHEREAS , Common Council Resolution of February 6 , 1980 authorized the Mayor to effectuate transfer of the Cherry Street Industrial Park to the IURA, and WHEREAS, said transfer is subject to review and conditions stipulated by the Director of Planning and Development , City Attorney and City Controller, and WHEREAS, elements of said transfer are contained in H.M. Van Cort 's memoran- dum of April 4 , 1980, • NOW, THEREFORE , BE IT RESOLVED, that the JURA does hereby concur with with Common Council 's Resolution of transfer. • MOTION PASSED. Bottge said that NYSEG and the Phone Company want to lay their lines adjacent to the right of way and need a service easement before they can move ahead. IURA/CDA June 11 , 1980 page 6 Reed MOVED and Jones SECONDED the following Resolution: WHEREAS , NYS Telephone and NYSEG have requested a ten foot service easement outside of the City street right of way, and WHEREAS, this property will be transferred to the IURA, NOW, THEREFORE, BE IT RESOLVED, that the Mayor is hereby authorized to enter into said easement agreement with NYS Telephone and NYSEG, subject to review and agreement by the City Attorney, and BE IT FURTHER RESOLVED, that said easement agreement shall be coordinated with the Board of Public Works with respect to property adjacent to the City owned pump station. MOTION PASSED. V. East Hill School • Herman Sieverding referred to his memo of May 6 and said that the developmnet process as outlined was moving ahead. Common Council has approved going ahead with the Request for Proposals before the property appraisal is concluded. He said that a proposal review committee should be put together and suggested a combination of council members, IURA members, and four neighborhood residents. This group would review the RFP's, recommend a developer to the IURA who in turn would present their recommendation to Council for final desgination. Reed asked why this could not be left to the East Hill Civic Association. as four neighborhood residents might not entirely represent the community. Sieverding said that the East hill Civic Association was planning to recommend the four people at a meeting that night and said they were amenable to the proposed mix. After further discussion, Dennis and Stein were designated to serve on the Eath Hill Review Committee. Reed said he was willing to serve if Stein was unable. VI. House Recycling Evans presented a resolution that the city acquire a vacant property on Cleveland Avenue which has been delinquent in its taxes. The resolution further proposed that the city then turn the property over to the IURA who would in turn pass it over INHS for rehabilitation and sale. IURA/CDA June 11 , 1980 page 7 Evans said that Martin Shapiro, City Attorney, would begin the process of securing the deed with a resolution such as the one presented. Reed MOVED and Jones SECONDED that WHEREAS, the city can take possession of the Agcha Property located at 109 Cleveland Avenue since no interest was demonstrated in the property at the most recent tax sale (November 1979) , and WHEREAS, the INNS has been concerned that the building is a key neighborhood eyesore and is an appropriate building for the House Recycling program, and WHEREAS, rehabilitation of the property and sale to a family will enhance the value to the city, the neighborhood and the new homeowners, now THEREFORE, BE IT RESOLVED, that the IURA/CDA requests that the city acquire the property and turn it over to the IURA who will in turn, turn it over to INHS for rehabilitation and sale. INHS shall reimburse the city for the back taxes from its House Recycling fund, approximately $1 ,600. . MOTION PASSED. VII. Neighborhood Improvements Evans discussed some of the difficulties C.D. has had recently in implementing the Neighborhood Tmprovements I and II projects. Referring to her June 6 memo, . she said that for Phase III, steps have beed- taken to see that each curb cut be designed individually and that no activity will occur on private property. Evans said that since the principal architect has taken over the job of implementing the projects he will know better in the future how to tailor his specs to the community. Evans said that an extra $3000 from contingency is needed to cover the cost for the photo ready copy signs as the price has doubled because of the higher costs of photography and silver. After further discussion, Reed MOVED and Jones SECONDED the following Resolution. URA/CDA June 11 , 1980 page 8 WHEREAS, the Contingency budget for Neighborhood Improvements II has been nearly exhausted by various change orders and 4ncreased costs for some services, now, THEREFORE, BE IT RESOLVED, that the IURA/CDA approves an additional $3000 for Contingencies be made available for Neighborhood Improvements I and II from line S205. MOTION PASSED. VIII. Exterior Restoration Grant Evans said that City Attorney has approved the contract between the ILPC, the IURA and a property owner authorizing grants of up to $2500 for Exterior Restoration of designated buildings. The ILPC has su g ested four houses for restoration: the Lo Pinto building at 323 North Tioga Street; the Blair House, at 413 North Cayuga Street; the Halsey House at 306 North Cayuga; and the Tilley House at 308 North Cayuga Street. The Blair House only needs a porch railing reconstructed which would come to about $200; the Halsey House needs a cedar roof which could come to as mush as $10,000; the Tilley House needs emergency structural repairs of up to $12,000. She stressed that a new paint job would not be part of the restoration. Evans added that C.D. is trying to get the money moving so that contractors can be hired and work can begin. Jones asked when the painting of the Tilley House would be done and Evans said that there was a priority list of repairs needed on this building's restoration. After the foundations are taken care of, there is a moisture problem that has to be solved before painting can begin. She said a further purpose is served by doing structural repair work on an older building. Photographs are beingtaken and slides will be available to show the restoration progress and that documentation is an important community education project. Reed MOVED that the IURA/CDA approve the contracts between the City and home owners approved for an ILPC Exterior Restoration Grant. Jones SECONDED. MOTION PASSED. IURA/CDA June 11 , 1980 page 9 IX. Citywide Materials Evans explained that EOC has still not had great demand for its services even though an outreach program was implemented since the last project report. She said that Norm Hollenbeck has left his position as CHORES Director and that the program is now without leadership, though a carpenter is still employed. Simultaneously, the INHS Materials Grant program has nearly exhausted its funds and Evans said that C.D. staff proposes making the 5th Year Citywide Materials funds available to help them continue it. Jones noted that if the money is transferred it could only be used in the target area. Evans agreed that this was a problem but said that she was at a loss how to proceed as every effort had been made to publicize the Citywide program. She said that there was further $13,000 available: $8000 in the EOC budget and $5000 in line 412. Jones suggested leaving $2000 in line 502 to bring the Citywide total to $15,000 and MOVED that WHEREAS, the INHS has nearly exhausted its Materials Grant and assisted through its crew in making repairs and renovations on homes in Northside and Southside, and WHEREAS, the EOC Citywide program has had low demand for its services, even though an effort has been made to outreach the grant program, NOW, THEREFORE, BE IT RESOLVED that the IURA/CDA makes available to INHS the remaining $20,000 from line 502 for Materials Grants to low income homeowners. Reed SECONDED and MOTION PASSED. X. Parallel Use Jones said that a letter went out from the Ithaca City School District that morning concerning joint occupancy of downtown schools and the availability of funds through the Parallel Use program. This is the first step toward achieving joint occupancy of paying tenants in active schools. Dennis adjourned the meeting at 5:00. Respectfully Submitted, Approved, ( Natalie de Combray Jasmine Lim C ATTACH! ENT B - 1980 SALAPY RANGES c.tePs 1 2 5 t' 7 8 9 s 1 ' Administrative 4859 5,Q64; 5,2E6 E.924 6,161 6,40.7 6,653 6,930 (Half ) 2 It '' II II Boo keeper (Half time) Community 6 Development 14,835 15,428 16,046 16,687 17,355 18,049 18,771 19,522 20,303 21115 Specialist Compuni Development 16,975 17,654 18,360 19,094 19,858 20,653 21 ,479 22,338 23 ,231 24,161 Coordinator Executive Director 5,350 5,564 5,787 6,018 6,25 9 6509 769 7,040 7,322 7,615 ; (Quarter Time) t 1 & 2 Half-time =.171/2 hours per week • ATTArWEN7 C.D. Bookkeeper Introduction: Responsible for maintainine financial books anc records and other duties as may be required. Duties and Responsibilities : 1 . Preparing checks to pay bills (payroll , contractual services, equipment and supplies). 2. Preparing drawdown requests. 3. Recording amounts in the project ledgers . 4. Maintaining updated information on expenditures and budget status. 5. . Handling various payroll related deductions , contributions , etc. like filing tax forms , IRA contributions, F. J .C.A. contributions , health insurance, unemployment compensation, etc. • 6. Maintaining other records as appropriate. Supervision and Guidance: The incumbent is under the supervision of the coordinator. He/she is expected to handle routine matters independently, but consult with the coordinator when unusual situations arise. Qualifications : Knowledge of general bookkeeping and accounting principles. Ability to work with numbers. Graduation from High School and previous bookkeeping/ accounting experience required. &LI IURA/COMMON COUNCIL PUBLIC HEARING JUNE 16, 1980 7:30 pm - Salvation Army Building PRESENT: Raymond Bordoni , Mayor, Chairman, IURA Ethel Nichols , Common Council Elva Holman, Common Council Rudolph Saccucci , Common Council George Boronkay, Common Council James Dennis, Common Council , IURA Anne Jones, IURA Clarence Reed, IURA H.M. Van Cort, City Planning Director Jasmine Lim, C.D. Coordinator Kathe Evans, C.D. Housing Specialist Press See Attached Sign-Up-Sheet The Mayor convened the meeting at 7:30. He said that the purpose of the meeting was to hear public comment on the 3rd Year Small Cities Application. The IURA/CDA would then vote on whether to recommend it for Council 's approval and then council would vote whether or not to submit the application to HUD Jasmine Lim explained the process of the application submission and gave a brief descriptive background of the grant's history and goals. The Mayor called for a motion to open the public hearing. Reed so MOVED, Jones SECONDED and MOTION PASSED. Jones protested the fact that the Resolution to be passed that evening had not been sent to her with the meeting' s Agenda. The Mayor said that it was an oversight. Van Cort noted that sending outResolutions prior to meetings is not standard procedures. Saccucci noted that the city had made many improvements to the community over the last years, especially to the Northside and Southside neighborhoods. He asked if .once the present 3 years Small Citiesgrant was finished, the C.D.A. would be applying for a new grant to work on the east and west sides of the city. Lim said that proof of the neighborhood's percentage of low and moderate income persons would have to be established. She said that the source of information would come from the current census, presently that of 1970. She said that she was not sure if the 1980 census would be finished by the time the next application was written up. Jones said she wanted to hear the perform nce report of the 1 . t Small Cities ear. Referring to the .hand.-out of the Progress Report to May 31 , 1 ' :O , :vans update year. present on the financial progress of the C.D.A. Councilperson Holman asked about the 312 program and asked why so much money was left in the current budget. Evans replied that there had not been many requests for loans and Holman asked how the program had been advertised. Jasmine Lim said that contact had been made with the West End Business Association and the Downtown Business Association but added that she was not sure if the contact had been on a personal level or if it had been made by mail . IURA/COMMON COUNCIL PUBLIC HEARING JUNE 16, 1980 page 2 Jones asked why/she should vote to continue the program if a saleable method of promoting the program had not been found. She said she saw no reason to ask for another $30,000 in the 3rd Year application since there was still that amount left unspent in the 2nd Year. She asked how many loans had been made out of 1st Year Small Cities 312 funds and Van Cort said that two loans had been made.,as of May 31 . Mayor Bordoni said that the loans were restricted to a certain area of the city and said that this made it more difficult for potential borrowers. He agreed that more advertising could be done. Van Cort said that other cities have made the 312 loan program a part of their city rehabilitation program and he said he thought that next year the program would work better. Jones asked how this could be achieved and Lim said that now there is more coordination between INHS and the 312 program as they are using the same Rehab Specialist. She said that a lot of rehab work comes by word of mouth. She added that the C.D. office will also have more contact with the 312 Program. Holman asked how many houses could be rehabbed with $30,000 and Evans explained that the $30,000 allotted to the program was for administration and staff. The loan funds come directly from HUD to the homeowner. Van Cort said that the C.D. office was proposing to move the 312 program to INHS per HUD recommendation. No resolution on this transfer has been made but the move is under IURA consideration. • Jones asked how much was loaned out and Evans said $14,000. Jones noted it cost $25,000 in administration to process 2 loans amounting to $14,000. Van Cort pointed out that it would cost the same to process 20 loans. Jones asked if this was acceptable to HUD and Van Cort said that they had had no comment other than the recommendation to transfer the program to INHS. Lim said that there is potential to make the 312 program a super program. She said that a 3% loan could help a great number of people in the area and that it is well within the IURA's perogatives to examine the program and help to make it work. Holman said that as a Council member, she would request the IURA direct staff to come up with a plan for implementing the program by the end of the summer in a manner acceptable to Council . Without this plan, Holman said, the program should be closed. Mayor Bordoni said he found this a reasonable request and said it was a good way to approach the problem. He called for a resolution and Clarence Reed MOVED: that it be RESOLVED that the IURA/CDA directs staff to develop a plan to implement the 312 program at the regular July meeting comsidering improved advertising, publicity and administrative arrangements. p. IURA/COMMON COUNCIL PUBLIC HEARING JUNE 16, 1980 page 3 Jones SECONDED and added that she would consider the moving of personnel if it meant maximinzing the programs' effect. Bordoni said that he didn't want to see personnel shifted and added that the program was set up and now only needs to be applied. Alderperson Nichols said that these loan programs begin with an albatross as there has been so much difficulty in the past for individuals seeking low percent loans. After further discussion a vote was taken and MOTION PASSED. Evans continued her discussion of the Small Cities progress report and noted that the handicapped community had voiced their pleasure with the curb cuts. She said that the West State Street project has not yet begun and Mayor Bordoni asked what was the basic use of the funds in that line. Evans said the funds were for facade grants, street tree plantings, benches, etc. , that will help to continue the Commons atmosphere along that part of the street. In-put from West State Street merchants is being solicited and the street is targetted for 312 loans as well . Alderman Saccucci asked if Fulton Street was included and Evans said no, that the area stopped at Meadow Street. Saccucci mentioned a flooding problem below Court Street where no curbs or sidewalks exist and Evans said that she will check into this with the Engineering Department. • Saccucci also mentioned that some residents in his district wanted another meeting to discuss the proposed crab apple trees that will be planted in Washington Park in the fall . He said that these residents had understood that the trees would be planted at the corners of the park and that they were unhappy to see them going along the side.Evans pointed out that there have been a number of meetings and that the specs were taken to these meetings for residents to see and that she had personally delivered them to Mr. Saccucci for his ward to view. She said that it was impossible to please everyone. Mayor Bordoni said that if there was a particular person that was upset that Mr. Saccucci should have them call the Mayor's office and he would talk to them. He said there was no time for more meetings. At 8:45 the Public Hearing was adjourned and a break was called until 9:00. Jones asked for a discussion on the $30,000 allotted for parallel use in school buildings. Evans explained that due to a technicality, what had been approved by the City in their application was unacceptable to HUD because of lack of specifics such as who exactly would be renting the space, which spaces exactly were available, how many square feet in each building, etc. As a result, funds were reprogrammed into Contingency ($20,000) and into the Materials Grant ($10,000). TUR.A/COMMON COUNCIL PUBLIC HEARING JUNE 16, 1980 page 4 Evans said that several organizations are interested in having space in Central School . The Senior Citizens Council , the Infant Care and Day Care Centers, and the Human Services Coalition have all voiced their interest in the project. This joint occupancy would rehab vacant school space and rent it to other organizations. The School Board has been informed of this and was asked for information as to space available but neither the School District nor the School Board have answered any of the questions put to them. Ann Jones Was elected Chairperson of joint Occupancy-Committee of the School Board. Jones said that she had just received a letter from the School District giving the list of available spaces as of May, 1980 and for August, 1980. The spaces will be handled by the Board of Realtors via their hot line three times a week.Ag.entss who pick it up will be reimbursed by the School District. Terms of the one year lease are $5.00 per square foot. She added that the letter also carefully addresses the bathroom and clean-up aspects of the available spaces. One of the biggest problems is the problem of heating. She asked if space heaters would be an acceptable use of C.D. f unds and Evans said no, that C.D. funds could not be used for equipment. Rewiring could be an option to include electric heat but she said that this would be difficult if there were only a one year lease. Van Cort said he saw this proposal from the School District as a way of saying that they had put the spaces on the market but no one wanted them. He said that the amount asked for used space which the tenant had to improve 'seemed excessive. Evans said that presently there was one room in South Hill school and 4 small rooms in Central School . She asked if any Council members should hear of interested tenants that they be put in touch with the C.D. staff. After further discussion, Mayor Bordoni asked for a Resolution from the IURA to approve the 3rd Year Small Cities application. Reed MOVED that WHEREAS, the City of Ithaca is committed to continuation of Rehabilitation Activities in the Northside/Southside target area, and WHEREAS, the City has successfully moved along in implementation of its 1st and 2nd Year Small Cities programs and projects, and WHEREAS, 3rd Year projects are a continuation for the most part of 1st and 2nd Year projects, and also a continuation of the overall target area strategy; IURA/COMMON COUNCIL PUBLIC HEARING JUNE 16, 1980 page 5 NOW, THEREFORE, BE IT RESOLVED, that the IURA/CDA approve the 3rd Year Small Cities Application and authorize the Mayor to sign the application. Dennis SECONDED and MOTION PASSED. Alderman Saccucci asked for a definition of a "Small City" and Lim said it was a city of under 50,000 .people. Common Council member Nichols then MOVED the same resolution, Schuler SECONDED and MOTION PASSED. Elva Holman asked for a report from the IURA on the progress of the 312 program. She also MOVED that the next Council meeting be held on July 9th. Dennis SECONDED and MOTION PASSED. The Mayor adjourned the meeting at 9:30. Respectfully Submitted, Approved, /41174-1 4 I Natalie de Combray Jasmine Lim