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HomeMy WebLinkAboutMN-IURACDC-1982 ! IURA/CDA MINUTES - ` APR 2$ 1982 January 11, 1982 NTT MALI ornc 7:30 Council Chambers i aca, N.Y. PRESENT: Mayor Bill Shaw, Chairman Glenn Goldwyn, CD Acnirstrator �r Clarence Reed, IURA/CDA H.M. Van Cort, Planning.Director' James Dennis, IURA/CDA Kathe Evans, CD Planner Stuart Stein, IURA/CDA Charles Werner, Vice President TC3PA Donna Siewrattan, CD Bookkeeper Press Mayor Bill Shaw introduced himself as the new Chairman of the IURA/CDA and said that he had been briefed about IURA/CDA business by CDA and Planning staff. He said that he would be beginning meetings no later than five minutes after schedule in order not to inconvenience those present. He called the meeting to order at 7:35. Ann Jones had a back injury and was not present. OLD BUSINESS 1. Approval of Minutes - 12/14/81 Reed asked that the phrase on page six stating that he and Anne Jones had met several times with Task Force Board Members be deleted. He and Jones had met with them only once. Stein asked that his statement on page one, second paragraph, regarding input from the City Attorney on executive sessions, be changed to read "Stein noted that it was important to have legal input from the City Attorney as the URA members were not qualified to make these kind of decisions". Stein next MOVED that the Minutes be approved as modified, Reed SECONDED and MOTION PASSED. 2. Bid Approval - GIAC Kathe Evans said that there had been a lot of interest in the GIAC Kitchen Renovation project. Of the twenty or so contractors who picked up the specs, eight made bids. The lowest bidder was McFarren & Lallas ($10,620) but during review of their bid several irregularities and omissions were found. The required deposit of a certified check of 5% of the project cost, or a per- formance bond in that amount, was not submitted. In addition, the non-collusion and the qualification statements were signed but not notarized, the Section 3 statement of compliance and the affirmative action statement were not signed and, finally, there was no preliminary statement of work force needs which outlines the number of workers and percent of minorities and women that would be hired. Evans discussed this with the City Attorney who said there is a legal precedent both for assuming the good faith of the contractor and asking for the information after the bid opening and also of rejecting a bid for not having followed the rules laid out in the specs. She said it was a discretionary decision to be left up to the Agency. She added that in the past, the Agency had eliminated bidders for incorrect or incomplete bid documents. The second lowest bidder was Satooth ($11,771.27) making a difference of $1,151.37 between the two lowest bids. Project architect Bob Boehlecke said that the capabilities of both contracting firms were the same. Boehlecke also said that during the bid opening, McFarren & Lalals were surprised not to find their i MINUTES IURA/CDA January 11, 1982 page 2 certified check included and offered to write another check on the spot. At that time it was decided to wait for Agency decision on the bids before requiring another check. Reed asked if Sawtooth had completed their bid documents correctly and Evans said yes. She noted that it was the first time that McFarren and Lallas had bid on a City project and said that the documents to be filled out were not easy, consisting of 15-20 pages. McFarren and Lallas had picked up the forms on or about the same day as the bid opening and had very little time to complete then. Dennis asked if staff were available to answer questions about the forms and Evans said yes. Shaw noted that it was a difficult decision. Dennis MOVED to accept Sawtooth for the project. Stein SECONDED and discussion followed. Stein asked if the City had any experience with Sawtooth and Van Cort said that they had worked on Hillview Park and, to a lesser extent, been involved with the City through the Easthill School building. Boehlecke said he had worked with Sawtooth on a job and that their work had been satisfactory. It was noted that Sawtooth is classified a minority/female business because 51% of the business is owned by women. Shaw asked for clarification of sane of the bid documents. Evans explained that the statement of compliance with Section 3 means that the contractor will use people and products from the community. Reed said it was better not to depart from the requirements and suggested a letter be written to McFarren and Lallas inviting them to bid again on other projects. Shaw said that the letter should state the Agency's sympathy but that when other contractors go . to the trouble of complying with the requirements it would not be fair to award the bid to a contractor who had not. He added that the spread in bidding costs was noticeable. Stein asked how the bids were in comparison to the estimate. Boehlecke said he was surprised they were so low as he has seen smaller kitchens in houses that would cost twice as much. He said that perhaps the season and the simplicity of the work involved were factors. The Motion to accept Sawtooth's bid was passed but Evans asked if the Agency would make another motion to pass a resolution already prepared except for contractor name and amounts. She said that the new resolution would facilitate staff and bookkeeping records. Shaw asked if City Attorney Tavelli had reviewed the two low bids and Evans said yes. Dennis MDVED that WHEREAS, the project architect Bob Boehlecke, CD staff and the City Attorney have reviewed the two lowest bid submittals for GIAC Kitchen Renovation work and have determined that the bid by Sawtooth is the lowest responsible bid, now THEREFORE BE IT RESOLVED, that the IURA/CDA accepts the Sawtooth bid of $11,771.37 subject to the approval of the Board of Public Works, and authorizes that amount and a contingency of 15% of that amount be committed to the project fran lines S206 and 519, and BE IT FURTHER RESOLVED, that the Chairman of the IURA/CDA is authorized and directed to enter into a standard contractural services contract with Sawtooth for $11,771.37 for GIAC Kitchen Renovation. Reed SECONDED and MOTION PASSED. •f' MINUTES IURA/CDA January 11, 1982 page 3 3. Strand Shaw asked CD Administrator Goldwyn to bring the Agency up to date on events since the last meeting. Goldwyn said that he would like to recap the grant from its inception to the current deadlock. The City's role as administrator of the grant is to protect the federal fiscal interests. A series of events involving the IRS seizure of the Strand's bank accounts, and a subsequent restraining order had led the IURA/CDA to request • specific information from the TC3PA prior to the release of the contracts for the intended rehabilitaiton work. The TC3PA had submitted some information relative to the Agency's needs which were summarized in a December 4, 1981 memo as "the minimum necessary information" required for the Agency to consider releasing the contracts. The information: proved the resolution of the IRS seizure; gave an abbreviated version of the 1980-81 FY for the organization; included a letter described as solving the Townsend restraining order, which on review it was concluded did not; and a variety of information concerning the organizational process of the board. Goldwyn indicated that staff had reviewed the submission with Attorney Shapiro and Deputy Finance Director Dan Cafferillo and found the information to be insufficient to recommend IURA/CIA approval. Noting that the TC3PA had delivered the fiscal information under protest and while questioning the Agency's right to seek that level of information, Goldwyn stated that he sent a December 16, 1981 memo to the Mayor and the IURA membership recommending that the Agency cancel its agreement between the TC3PA, and the building owners, and start renegotiating a contract which insures compliance with a number of project areas which have grown into roadblocks to the Agency's release of the contracts. On December 24, 1981, Goldwyn sent a memo to the Agency clarifying areas which staff felt must be addressed. The memo had as an attachment the STERPDB's confirmation of the City's right to access to the requested information and further assurances were gained on December 21, 1981 when Goldwyn visited HUD in Buffalo to discuss the Strand and other CD matters. On the basis of this review, staff had prepared a draft resolution for the Agency consideration which was as follows: (see next page) • MINUTES IURA/CDA • January 11, 1982 page 4 ' Whereas, a review of the progress of the Strand/ARC Grant bn various meetings during November and December of 1981 have given the IURA good cause to review the advisability of continuing in its contractural role as administrator for the Strand/ARC project, Therefore, be it resolved, that the IURA directs the CD staff to take the following steps in advance of the next IURA meeting, tentatively scheduled for January 20th, 1982. I. Review with the City Attorney the various issues of concern to the IURA and seek his counsel as to the advisibility of either terminating the existing agreement between the TC3PA, the Owners and the City, or such modifications as he deems appropriate to put the Agency's requirements in a contractural form. II. Seek additional information as to the STERPDB recommended consultant, firmer cost estimates, and a tentative scope of services. III. Seek additional information as to the scope of an audit, and the costs thereof, keyed to aiding the IURA in its deliberations, with the assistance of the Deputy Comptroller as needed. IV. Respond to the Tompkins County Council for the Arts to seek their willingness to serve as an IURA designated panel to assist in issues involving community liaison, or other duties as assigned by the Agency. MINUTES IURA/CDA January 11, 1982 page 5 3. Strand (Continued) Mayor Shaw offered the floor to Charles Werner, Vice-President and Acting President of the TC3PA. Werner indicated that he had not seen the written confirmation of the City's authority to request the information by STERPDB. Goldwyn indicated that a copy of the letter had been indicated as sent to the Strand, and that if they had failed to receive the letter, it was illustrative of the kinds of communications problems the City was facing. Werner also stated that it would be difficult for the Board to be audited because of their present lack of funds. Income generating activities had been cancelled when it was expected that the renovation work would start. Werner stated that the books were open to the public, but that individuals • had asked that their names not be released. He repeated that he had not received a copy of the STERPDB letter, and that it was his continued understanding that the Townsend Restraining Order had been resolved. Evans said that she was informed that Beth Mennen-Dailey had been to see Attorney Curry on 1/8/82 and that she had been reminded of the current situation. It was also mentioned that the City had been informed that day that Board member Col. Thuesen might have to pay an outstanding NYSEG bill from his own pocket since the service to the building was about to be shut off. Werner indicated that he had been out of town and that he was not up-to-date on these matters. He repeated that the Strand was in a Catch 22 position: the theatre had no insurance because the boiler was faulty, and therefor bookings had to carry their own insurance. Shaw asked about the current makeup of the Board. Werner stated that up to 15 manbers were allowed by the Board's by-laws. Six vacancies currently exist, including the President and Treasurer. He offered that interested individuals were waiting for some indications that the theatre was a viable project before emitting themselves by joining the Board. Shaw asked whether Werner had begun working with the TCAC for recommendations on Board membership, and strongly recommended that the new members include an attorney and a chartered accountant, perhaps with their services pro bono. Werner said that the Board intended to do this, but that the theatre could not go without help and active support from the entire community. The foundation was there;, but the Board is financially strapped. Shaw asked what the consequences of the present delay were, and Werner responded that he did not know. Reed said that under ordinary circumstances he would not want to know in such detail the financial status of the organization, however, the sizeable list of creditors and active or pending litigation made each outstanding bill a potential time bomb. Before he could vote to release the money, he would want to know, person by person, what the debts are. Otherwise he felt the money could be released only to be picked up by the creditors. Stein asked about the issue of the Owners in all of the discussions. He reminded the Agency that the possible litigation by the Owners against the Agency for the release of the contracts was a central concern of Attorney Shapiro, and asked if the resolution under discussion covered that aspect. Goldwyn indicated that the concerns raised in the past over the Owners • MINUTES IURA/CDA ' January 11, 1982 page 6 • 3. Strand (Continued) responsibilities and understandings would have to be incorporated in a new or amended agreement between all parties. More discussion followed and Shaw said that he could not see the purpose of the draft resolution when it dealt mostly with in-house details, without giving any direction to the TC3PA. He volunteered instead to write a letter which would affirm the City's wish to support the project, while also clearly stating concerns and questions to be answered by the Board. These concerns would include an updated management plan, a creditor conciliation plan, and encouragement to make every effort to fill the officer positions on the Board. Stein stated that he did not mean to question the Mayor's suggestion, but that he felt that staff was asking for sane direction on how to work on the project from a number of angles. Van Cort suggested that it might accelerate the process by sending out requests for proposals to accountants and management consultants. Then, if the City Attorney or the TC3PA decide that these kinds of services are necessary, proposals will be available and less time would be spent on these details. Dennis voiced concerns about the amount of staff time which had been spent. He said that initially, the City had agreed to act as administrator for the project, but that he was afraid that the Agency was taking on more and more of the -operation than was originally intended. Reed said that the IURA's role was to help establish various projects, including arts facilities, and thought that the time could be considered well spent. Stein said that everyone wants the project to work, but unless the Agency takes a firm position, the problems would not be resolved. In the view of the Community, he said, the Agency is being portrayed as a group holding back on a project that the city wants. He - said that the City had been iii.difficult positions before, and that he did not mind that kind of rumor because the reasons for witholding the funds were sound. Shaw said that his letter would ask that the unresolved questions be met before the end of the month. The potential size of the TiC3PA board was encouraging and he would: ask that they submit their response before the special meeting to be held at the end of January. Shaw said that he realised this was very little time to act but that these questions had been pending for some time and he would life to come to some decision so that the project will not be held in limbo indefinately. He said he would like to see the unaudited statements as soon as possible. Shaw said he understood the concerns of the Agency and of the 'IC3PA and believed that the letter would address the situation clearly. 4. Administration a. Signator Cards Dennis MOVED that it be: RESOLVED, that the Mayor, as a member of the Ithaca Urban Renewal Agency, is hereby authorized and directed to sign the TYmpkins County Trust Company signator card and become an authorized check signer for • IURA/CDA business. Reed SECONDED and MOTION PASSED. MINUTES IURA/CDA January 11, 1982 page 7 b. Reprogramming .Evans explained that there were $380.66 left in the completed historic preservation line for Penny Dolan. She said that staff would like to reprogram the funds into the regular administration line. Dennis MOVED that WHEREAS, the IURA/CDA had programmed $2,250 for the purposes of retaining an historic preservation consultant (P. Dolan - 513(b)), and ne , the amount expended for that purpose totalled $1,869.34, leaving an unexpended balance of $380.66, now THEREFORE RE IT RESOLVED, that the IURA/CDA recommends that the balance be reprogrammed to CD administration line 513(a). Reed SECONDED and MOTION PASSED. Goldwyn passed out a memo he had received from Evans stating the reason for various delays in the Strand's progress. Shaw asked if this was private information. Evans said no, it was a simple staff memo which might be of interest to agency members. Dennis asked if the Agency would discuss possible uses for the $35,000 of UDAG funds. The Agency agreed to discuss the matter at a future meeting. Stein said they should use the funds to help enhance the Ithaca Center Project in terms of public works. Shaw appointed Stein and Jones to serve on an Agency subccmnittee for this project. Evans said that the response from the Task Force for Battered Women would also be discussed at the next meeting as that board's regular monthly meeting had not yet been held. Dennis MOVED to adjourn the meeting, Stein SECONDED and MOTION PASSED. The meeting adjourned at 10:45. Respectfully submitted, Approved, Natalie de Combray Glenn M. Goldwyn IURA/CDA MINUTES ////,iri, Es � February 8, 1982 \�' Council Chambers R f s'ce• 7: 30 P.M. MAR1 bra.092 fla. of PRESENT: Mayor Bill Shaw, Chairperson � Nr Clarence Reed, IURA/CDA Stuart Stein, IURA/CDA • Anne Jones , IURA/CDA � '�' James Dennis , IURA/CDA Glenn Goldwyn, CD Administrator Press • The Mayor convened the meeting at 7: 35 and asked for changes or additions to the Agenda. Stein noted that the Shelter for Battered Women was not on the Agenda. At the last meeting it had been announced that the Shelter would be discussed. Goldwyn said that the shelter would be discussed during the Administrator 's report . 1 . Minutes Jones asked that she be given a copy of the handout material presented at the January 11 meeting. Shaw asked that the Minutes be changed to reflect that there had been a general concensus of the Agency to have the Chairman write a letter to the Strand outlining the concerns, and requirements of the IURA/CDA. That letter was written on January 12, 1982. He also asked that the spelling of Sawtooth on page 1 be corrected and that the word "chartered" on page 5 be changed to 'certified' . Stein asked how the amendments to the Minutes were handled and de Combray said that a page reflecting the changes was attached to the amended Minutes . Stein MOVED to approve the Minutes , as amended and corrected, of January 11 , 1982 . Reed SECONDED and MOTION PASSED. 2. Community Arts Program Marilyn Rivchin, Coordinator of the Community Arts Program, commented on the attached summary of project workshop statistics . The project is half way through the pilot year of the project and evaluation of the program will determine future funding from CD funds . Rivchin said that the project was in a snowball after a slow start and that a full complement of workshops was now in progress . Jones asked, in terms of participation , how many people attended individual workshops consistently as opposed to the total number of participants . Rivchin said that these figures were compiled by the workshop leaders and that attendance records depended on the degree of the leader 's responsibility in this area. She said ` s +�'�, ,� y IURA/CDA MINUTES 2/8. 1982 page 2 she had no firm figures but that there has been a gradual increase in consistent attendance as exemplified by two current programs that have full enrollments and have had to turn people away. Stein asked how the content of the workshops was related to the Northside/Southside. He said that the program had been approved on the basis that arts were a part of community development and that there must be a way to correlate the two. Rivchin said that target area children are making a videotape of all Arts Program activities which will be aired on public access television at completion. The show will include narration, interviews with participants and workshop leaders and artists , as well as animation . A play was put on at the First Street Theatre in Northside and its success had encouraged Southside residents to ask for a play producing workshop in their center. Over the Christmas_.: holidays residents of Southside had asked for a class in foreign cooking and, because of the nature of the neighborhood, target area people were solicited to teach Greek, Italian, and Soul Food cooking. She said that through Spring and Summer some of the programs will become more visible with public performances to be combined with the Ithaca Festival in June . Interest had been shown in outside mural painting, especially at the Southside Center .but she said she understood that the City, as the .building owner, would have to give its permission and that residents within sight of the mural would also have to be contacted for their approval . Reed said that he does not like outdoor art as it generally makes a political statement that is soon outdated. Rivchin also mentioned the possiblity of a mural inside the AME Zion Church. She added that the project was well within budget . Shaw asked how the program inter-related or overlapped with school programs and the Ithaca Youth Bureau. He said that he would like an analysis of this at her convenience. Rivchin said that a California Youth Offender 's Arts program was being investigated for potential future collaboration with local artists and the Youth Bureau. Dennis asked how many artists were involved in the program and Rivchin said approximately 10, many of them from the target area. Regarding future funding, she said that for the moment there were few other funding sources available and that much would depend on the Agency evaluation of the pilot year to take place in less than three months. 3. UDAG Public Improvements Planner Sieverding discussed the attached information regarding the close-out status of the Ithaca Center project . He said that it was staff 's feeling that all agreement items should be resolved before the beginning the 60-90 day close-out process with HUD when the retainage will be turned over to Center Ithaca Associates to offset costs of the public elevator linking the garage to the IURA/CDA MINUTES 2/8/1982 page 3 2nd and 3rd floors of the Center. As defined in the UDAG contract , these funds must be used within an acre of the site. Stein noted that the funds need not be used specifically for the elevator but that their use could be determined by the Agency. He added that discussion should also be made about whether the public improvements project was complete. Sieverding agreed and said that staff will need to ask for certification of completion and wants advice on defining policy on the space behind. City Hall.. He said that he had heard from many merchants that the space was not how they had envisioned its completion. There is still parking congestion and other problems related to old habits . Sieverding said that enforcement should be looked into. After further discussion it was agreed that subcommittee members Jones and Reed, the Mayor, the City Attorney, Sieverding and DPW representatives would meet - to coordinate a plan of action to address this problem. Shaw asked Sieverding to send Tavelli a courtesy copy of his memo so that the City Attorney can keep up to date on Public Improvement project events . 4. Strand Acting TC3PA Board Chairman Charles Werner addressed the points covered in Shaw's letter of January 12th and submitted the attached. Four new board members have been appointed, leaving two positions left to fill. When the full compliment of 15 members has been assembled, election of a Board President will take place. Bill Reed, a mortgage officer of the Citizen's Savings Bank, has been. appointed Treasurer. Mr. Reed was present at the meeting along with Col. Thuesen, Board Secretary. The Board has also had an offer of help from a large business comptroller and an accountant . The most recent balance statement including outstanding liabilities was presented and Werner asked that the list naming the creditors. be held in strictest confidence. Shaw recommended that the Agency go into executive session to the extent that the creditors would be discussed by name, per subsection F of the open meeting laws . General discussion of assets and liabilities and income gross would be held. in open session. Goldwyn asked Werner how complete this statement was and if "additions should be expected. Werner responded that not much would be changed. There may be an attributable discrepancy of 3% but the Board knows more of less where it went and is exploring the possiblity that it may have been written off . Goldwyn asked if there was any other information relative to current liabilities being sought IURA/CDA MINUTES 2/8/82 page 4 Through legal actions and Werner said that he was not aware of any. He added that the board had prepared a letter to creditors offering three options towards handling their debts: 1) as a contribution and tax write off; 2) as a percent pay-back of the amount owed, or 3) as a length of time pay-back through the end of 1982. The letters will be sent .out shortly and responses should be received within two weeks. Shaw asked if the work involved was being shared by other TC3PA members and Werner said yes. When the board membership is complete, the board will be broken up into five working committees of three members each: an Executive Committee, a Grants Committee, a Membership and Solicitation Committee, a Bookings Committee and an Administrative Committee. He said that they anticipated programs to begin again in March and that theatre revenue will begin during the April-December period with 20 performances to be given at an average ticket cost of $10 each. A $200,000 gross is expected in 1982. In the future however, Werner said that the board will approach both the City and County for financial support as this kind of commitment is essential for a first class operation . Goldwyn asked if these projections have been passed along to the creditors and Werner said no as they were subject to agreements with individual creditors. He said that the gross projections are low for this year. Shaw questioned how long it would take and what the costs would be to have an independent accountant confirm the statement . Bill Reed said that this was a busy time for accountants . He said a review of the numbers could be had for $200-$250 within 30 to 60 days . Discussion followed as to the necessity of the review or whether an audit was called for. Jones asked if the City Attorney had looked at the statement . Shaw said no but that the attorney could not comment on the veracity of the statement and would only tell the Agency to ask an accountant to check the figures. He said that it must be up to the Agency to decide what they want . The City Attorney has ascertained that there is no requirement for an audited statement in the grant or contract documents. Goldwyn reminded the Agency that the initial incident which precipitated the present situation was the IRS bank account seizure and the restraining orders . The past City Attorney had directed the Agency that to 'release the contracts would put the City in financial risk. Shaw said that the ultimate question to be decided by the Agency was whether the TC3PA was acting rationally and sanely and that the decision to be made is a business decision , not a legal one. Reed expressed his continuing concern about unknown creditors and reactions from present known creditors . Stein asked if local arts groups were willing to cooperate with the Strand board and said he felt the future success of the theatre depends on how well the board works with other art groups. IURA/CDA MINUTES 2/8/82 page 5 The Mayor gave the floor to Sorrel Fisher, Tompkins County" Arts Council Director. She said that a letter from the Arts Council to the Ithaca Journal had been in support of the concept ' of a downtown theatre, not a blanket approval of the TC3PA. She suggested that an independent assessment of the viability of the Strand as a downtown theatre be made. Further discussion followed. Shaw summed up:,the. infor lation presented by the TC3PA by saying that some of the January 11 commitments had been made in part , some will be furnished in full within two weeks , the financial review could be completed in 30 to 60 days and other concerns had not yet been addressed. He said that it was a clear dilemma as the Agency will have to recognize that time. is going by and that a final decision cannot be put off indefinitely. He asked Werner what the consequences of further delay would be for the Strand Board. Werner said that they were in a holding pattern until decision on the release of funds was made. Shaw asked how long it would take to comply with the rest of the items addressed at the January meeting and Werner said two-three weeks . The Strand management plan will be completed within two working week-ends and responses from creditors would be received by three weeks. Shaw said that under the terms of the contract , the TC3PA must be given written notice of termination of the contract . This notice will be given in a letter restating points of the January 12 letter and adding that a management plan be presented as well as written support from creditors . A special meeting will be held three weeks from now on Monday, March 1 , but the information must be submitted to City Hall no later than noon on Friday, February 26, for review by agency members. Reed MOVED that it be RESOLVED, that the Mayor, as Chairman of the IURA/CDA, is authorized and directed to send a letter to the TC3PA giving written notice of termination of contract by Monday, March 1, 1982 unless the following information is provided to the Agency no later than Friday, February-26, 1982 : 1 . a detailed and signed statement of financial conditions, signed by the President and Treasurer or by a majority of the directors, or certified by an independent accountant . IURA/CDA MINUTES 2/8/82 page 6 2. a "time certain" and realistic debt conciliation plan itemizing each debt by category and the repayment plans. 3. a written letter of conciliation with any and all creditors who have initiated litigation with your Board on or before February 15, 1982. 4. a written management plan incorporating reference to possibilities of a managment consultant and/or management review panel . 5. a complete listing of members of the Board of Directors and including a named President and Treasurer. 6. a brief document specifying the calculations and basis for projected revenue for the remainder of 1982 and 1983. 7. written statements or cooperation and support from various local performing arts groups . Dennis SECONDED and MOTION PASSED. • 5. Administrators Report Goldwyn updated the situation of some pending projects . The Community Gardens project is still in limbo , the purchase offer under consideration by the owners . Another purchase offer was received by the owners well in excess of the City's offer. Goldwyn hopes a full status report will be available at the March 8th meeting. The Board of the Battered Women's Shelter will be meeting this week to discuss the license agreement as presented by the City. Ownership of the building was still an item of discussion. Reed said that it would not be good to change city policy at this time as other buildings such as GIAC or the Southside Center are working out very well. Jones said that a meeting last week with Board members and Goldwyn had been positive . Regarding West State Street , Goldwyn said that subcommittee member Stein and he were discussing the concept of demonstration projects and that he would have further information on this at the March or April meeting. Shaw asked that the list of liabilities presented by Werner on the finance statement be torn off until he examined the freedom of information laws regarding it . A special meeting on the Strand will be held March 1 . The next regular meeting will be on March 8. //Jf The meeting adjourned at 10:40. Submitted by : /�hY__C. Approved: MINUTES IURA/CDA SPECIAL MEETING March 1 , 1982 7: 30 - City Court - PRESENT: Bill Shaw, Chairman, IURA/CDA Clarence Reed ,IURA/CDA Stuart Stein , IURA/CDA James Dennis , IURA/CDA Anne Jones , IURA/CDA H.M. Van Cort , Planning Director Glenn Goldwyn, CD Administrator The meeting was called to order at 7 : 35. 1 . Strand The Mayor gave the floor to TC3PA Board President Charles Werner. Werner referred to the packet of material presented to the Agency containing information regarding the questions raided at the February 8 meeting. He noted that all 15 board members were in place, including the officer positions , and said that the Executive Committee, unlike in the past , will be working closely with theatre operations and fund raising. The Board members are experienced, he said, and will stay close to the management procedures of the theatre. A signed and notarized statement regarding the accounting figures as of 12/31/81 was also enclosed along with arrranagement plan, letters of support from local arts groups and initial responses to Board requests of settling debts. Werner said that the boiler and rehab work to be done with the CD funds was essential to getting the theatre on its feet . He said he hoped that the Agency would free the $290,000. now that the Board has answered the. Agency 's concerns . Goldwyn read from - the contract and reminded Werner that the concerns raised at the February 8 meeting were those that had been originally specified in the application . Stein said he was worried about how the Board intended to make the Strand a "community theatre" as local groups will not generate the kind of income necessary to keep the theatre afloat and also because the size of the theatre precludes many types of performances . Stein asked how they proposed to raise funds, aside from grants, and Werner said that they would approach the City and the County for support in future years. Werner said that direct community support was necessary and that benefit shows and direct solicitation would be part of their fund raising campaign. He said that the theatre groups that survive will be those that have good ideas . Nothing succeeds like success , Werner said. For a good cause, people will donate money. Reed said he detected a new sense of openess oni:the part of TC3PA. Previously, Reed said, he had been alarmed at the Board's apparent secrecy. If the openness was a new resolve, Reed said he commended it . He asked Werner how a business manager could be brought in to resolve the problems that come up between the artistic community and the business community. Werner said that the board 's management MINUTES March 1 , 1982 page 2 structure is coherent and pervasive and that the Board is now dealing with specific areas of responsibility . Dennis asked about the legal status of the board. Chairman Shaw noted that the City Attorney had said that the Agency 's decision was not a legal decision . Each IURA member has to make a reasonable decision regarding the TC3PA 's managerial ability to run the theatre and pay back the debts . He added that they could not constantly ask/ to decrease the risk to the city. Strand Board member Eric Youngquist said that no Agency member needs clair- voyance to make a decision . Reed MOVED that it be RESOLVED, that the IURA/CDA proceed to move ahead to release the ARC funds to the TC3PA and direct staff to proceed with the necessary steps . Jones SECONDED. Stein asked that an amendment be added stating that the above would be contingent upon the lifting of the restraining order by Mr. Curry . Jones SECONDED the amendment . She said that assuming the Agency has reasonable information on which to make their decision, what does tip the scale is that the loss of outside dollars would probably mean the loss of the project . Dennis said he felt confident for the first time since November that the project was viable. Reed asked that the public continue to be kept informed of events . Werner assured him that it would, MOTION PASSED. The Mayor called for a five minutes break. The meeting resumed at 9 :05. 2. Shelter for Battered Women Reed MOVED to table the item until the March 8 regular meeting. Dennis SECONDED. Reed said that the subcommittee was set to present a resolution for action at th .t time but that a special meeting with the Task Force Board would take place Thursday to try to resolve the present impasse. MOTION PASSED. The meeting adjourned at 9: 10. Respectfully Submitted, Approved, /%4A-L'/ 1/1/7/hr_l_ IURA/CDA SPECIAL MEETING ' : March 22, 1982 Common Council Chambers 4 : 00 P.M. ___.c / t' ' 3 1982 C}YV a 'r'S PRESENT: James Dennis, Vice Chairman IURA/CDA Stuart Stein , IURA/CDA �. Anne Jones , IURA/CDA Mayor Bill Shaw, Chairman, IURA/CDA , Kathe Evans , CD Planner M. Helen Jones , CD Planner Press In the absence of the Mayor, acting chairman Jim Dennis called the meeting to order at 4 :10. 1 . Historic Preservation Evans discussed the Jointly Sponsored Rehabilitation and Preservation Program and referred to the contract 's Appendix A which describes the two positions to be funded. The funds are part of the reprogrammed Fifth Year Entitlement funds to be used for partial support of the staff positions and associated supplies for the program. The Ithaca Landmarks Preservation Committee and Historic Ithaca requested the funds to match a NYSCA grant . The positions would continue the work begun by Penny Dolan and the goal of the program would be to provide 100 households and businesses with historic preservation services. The Architectural Conservator would provide a variety of services towards this project and the addition of a graphics designer would be a service not yet available to the ILPC and Historic Ithaca. Both positions would be full time and the CD portion of money would pay for a portion of those salaries, or $3, 000. Historic Ithaca is ready to begin immediately but the State funds have not arrived. The services would begin as soon as a contract was signed. Jones asked who would be able to use these services and Evans said that any property owner within the City of Ithaca was eligible. The services are only for owners but the application doesn 't cover whether people from outside the city can attend workshops . Jones asked about the program's relationship with INHS and Evans said that INHS was not going to _ provide matching funds as originally planned because their subsequent budget cuts required that they not fund the program. INHS will initiate projects with the staff however. Jones next asked about the program evaluation and Evans said that the goals are general and were included in the application . Periodic reports can be required from Historic Ithaca and the ILPC regarding how the program is doing. The IURA could ask that t report be made quarterly. Dennis said he would agree to this. Jones asked who would be responsible in the city for seeing how the contract is carried out . Evans said that Thys, as Executive Director, would be responsible and ;also because the city 's portion of the funds are coming from his 'id�partment . She said it would be up to Thys or Glenn to specify one staff person to follow the project and that person could also make periodic reports and recommend changes. IURA/CDA March 22 , 1982 page 2 Stein MOVED that WHEREAS, the 5th Year Entitlement Reprogramming application outlines a joint program of architectural preservation services to be provided in Ithaca, and WHEREAS, $3, 000 has been set aside for such use from line 517(d) , now THEREFORE BE IT RESOLVED, that the IURA/CDA approves the contract with Historic Ithaca to administer the program and author- izes and directs the Mayor to sign the contract contingent upon approval of the City Attorney . Jones SECONDED and MOTION PASSED. Mayor Shaw joined the meeting and the agency proceded to item 2 of the agenda. 2. Ithaca Center Discussion began as to whether the Agency should move into Executive Session. The Mayor said that as financial matters were to be discussed and as they were negotiating a specific piece of property and the discussion could affect the value of the property, he thought Executive Session would apply. Stein suggested that the Agency proceed in open session and deal only with particular areas in Executive Session as was done in the Strand meetings. The Mayor agreed to this and said that he had made a commitment to keeping sessions open wherever possible. City Planner Herman Sieverding, Citizen Savings Bank Vice President George Gesslein , and Center Ithaca Developer McRobb joined the meeting. Sieverding summarized the events leading up to 1.110 proposed UDAG Loan Subordination and referred to his memo of March 19, 1982. Shaw said that the Center had agreed to place a cap of $162,000 annually on loan paybacks . A minimum of $125,000 per year would be guaranteed as payback. Sieverding explained that both the Agency and Common Council would have to approve the increased subordination position before the Mayor could sign the papers that would adjust the UDAG mortgage. The Mayor said that this must be done by midnight , March 31 , 1982 because the committment for funds for the first mortgage from Federal Home Loan Bank expires April 1 . Dennis said he had no problems with the proposal . Stein said that it was not a simple matter and the Mayor agreed. It is a complicated process , he said, that the lawyers will help the city through. Many attorneys are involved and an agreement IURA/CDA March 22, 1982 page 3 will be signed between the city and Ithaca Center. Discussion followed regarding the figures involved. Shaw said that the principles set at the meeting will be looked at in Council . Jones asked if the pro- posal stands free and separate from the close-out process . Shaw said yes, that the obligation stands on its own. Dennis MOVED and Stein SECONDED that WHEREAS , Ithaca Center Associates executed a mortgage to the Ithaca Urban Renewal Agency in the amount of $250,000.00, and WHEREAS, said mortgage was duly recorded in the Tompkins County Clerk 's Office in Liber 434 of Mortgages at Page 324, and WHEREAS, said mortgage loan is subordinate to a prior mortgage to the Citizens ' Savings Bank in the amount of $4, 800,000. 00 and a prior mortgage loan to the City of Ithaca under a UDAG grant in the amount of $1 ,445, 000.00, and WHEREAS, the Ithaca Center Associates desire to borrow an additional $900,000.00 from the Citizens Savings Bank, now THEREFORE BE IT RESOLVED, that the Chair of the Ithaca Urban Renewal Agency is hereby authorized and directed to execute an agreement , approved by the City Attorney, subordinating the mortgage of the Ithaca Citizens Savings Bank to Ithaca Center Associates in the amount of $900,000 .00 making a total first lien to the Citizens Savings Bank in the amount of $5, 700,000 .00, and BE IT FURTHER RESOLVED, that this authorization is subject to an executed amendment to the existing note raising the maximum annual payment in the override condition to $162,000. 00, reflecting .a 13% return on the 1 . 2 million dollar portion of the UDAG funded city loan to the Ithaca Center Associates , and BE IT FURTHER RESOLVED, that the Chair of the Urban Renewal Agency is hereby authorized to execute any and all other documents and agreements and instruments necessary to implement the intent of this resolution , upon recommendation of the City Attorney . MOTION PASSED. The meeting adjourned at 5.:00 P.M. Respectfully Submitted, /MCI Approved, Pia /�,u� IURA/CDA MINUTES SPECIAL MEETING APRIL 6, 1982 4:00 P.M. - Common Council Chambers \ ` ` �Yk 3 PRESENT: Mayor Bill Shaw, Chairman James Dennis, IURA/CDA 4pR Stuart Stein, IURA/CDA Care 198 Anne Jones, I URA/CDA it` ttha. ©tp 2 H. M. Van Cort, Director, P&D Kathe Evans, CD Planner M. Helen Jones, CD Planner Press The Mayor convened the meeting at 4:15 and said that the special meeting was called to discuss the Collegetown Development project. In view of the number of people present at the hearing, the Mayor asked that the Agenda item 'West State Street' be tabled and that only those items needing immediate action be addressed. 1 . GIAC a. Change Orders CD Planner Kathe Evans asked the Agency to approve an increase to GIAC construction contingency in order to help pay for work that had been overlooked in review of the funds available for GIAC Miscellaneous Alterations. She explained that the funds would come from a line specifically marked for GIAC rehabilitation work. Dennis MOVED and Jones SECONDED that WHEREAS, certain electrical work and plumbing and concrete work is to be made as a part of the Miscellaneous Improvements/ GIAC, by the contractor, Novarr-Mackesey, now THEREFORE BE IT RESOLVED, that the Construction Contingency shall be increased by $508.00 to be taked from line 519(d) . Anne Jones asked whether these funds could not be used instead for the Southside Center paint job. She noted that HUD had made a good point when they said the City should take care of that building as it was a disgrace to a neighborhood where so much money was being spent on improvements around it. Evans said that moving funds encumbered for one project to another would require a reprogramming process which could take up to 8 months. She said that she would talk about the Southside Center with Phil Cox and will look over the CD budget to see if any funds might be available for the painting work. At present, however, the funds in question must be spent on GIAC. The Mayor said that the City will have to pursue a different direction in looking for funds to use on the Southside Center. He asked for a vote on the motion. MOTION PASSED. MINUTES, IURA/CDA SPECIAL MEETING April 6, 1982 page 2 _ b. Use of Remainder of GIAC Funds Evans 'asked Agency approval to make the remaining $11 ,936.77 in the ti GIAC line available to complete a number of miscellaneous jobs in the building. The jobs include some small electrical , paint, carpet, etc. work and no job would cost more than $2000. Evans said she agreed with architect Boehlecke's proposal that these jobs be handled through change orders and that they be made under the three'. existing contracts. She noted that competitive bidding is not required under this circumstance and both time and money can be saved toward getting the work completed. The jobs to be done were identified by the GIAC Board and the Department of Public Works. The contractors are already working in the building so that materials and manpower are already in place. She said that she went over the A102 regulations with HUD reps who advise that the City may complete the work using the change order process. Assistant City Attorney Nash sees no problem with this method under state law and sent a memo to that effect to the IURA/CDA. Stuart Stein MOVED and Anne Jones SECONDED that WHEREAS, $11 ,936.77 remains uncommittediin the GIAC rehabilitation funds, now THEREFORE BE IT RESOLVED, that $11 ,936.77 is committed to completing up to 19 small change order jobs on the GIAC building as outlined in the Boehlecke memo of March 8, 1982. Funds for these change orders shall be taken from lines 519(3) and 5206(a) . Evans added that the three contractors in question have consistently bid on GIAC work. Two other contracting firms that used to bid on these projects have gone out of business (Ampersand and Tradesmen of Freeville) . MOTION PASSED. 2. WEST STATE STREET Tabled until the regular IURA/CDA meeting on April 12. 3. COLLEGETOWN DEVELOPMENT PROJECT Shaw explained that Common Council has designated the IURA/CDA as the lead agency regarding this project. Council hopes to take action on their May 5th meeting and will consider recommendations made by the Agency at that time. He said that the City is studying ACC suggestions and comments on the project and that as not all IURA members were present at the ACC presentation and as staff has held various meetings with the East Hill Civic Association and the Collegetown Steering Committee, as well as with the P&D Committee and Board, the BPW and the City Traffic Dept. , this evening's meeting should serve as the first of a series of public hearings to make all opinions and proposals known. MINUTES, IURA/CDA SPECIAL MEETING April 6, 1982 page 3 Planner Sieverding reviewed ACC site plans and discussed the two development proposals for the area. The recommended improvements include housing, retail and office components as well as a parking garage and a Performing Arts Center. The widening of Dryden Road and street improvements are also recommended. Discussion followed regarding these development plans and the investment of funds from both private and public monies as well as University funds was stressed. All the recommendations are included in the ACC report. Van Cort said that comments from Planning and Development Board and the Board of Public Works will be made to the IURA whose recommendation will then be forwarded to Council . At the May meeting the Council will either decide to drop the development plan entirely or proceed with the program using the present concept as a starting point. A yes at the May meeting would mean that the URA considers the plan good enough to continue investigation of the various possibilities described by Sieverding. Van Cort stressed that a yes would not mean that the pain as presented this evening would be the final one. The program has a lot of leeway with which to work and the City would not be locked into one non-variable design. Comments were made about the spaces to be in the parking garage. ACC had recommended 350 spaces based on present and projected retail and office space. The project traffic consultant and the Collegetown Steering Committee feel that 250 spaces would be more appropriate. The traffice consultant feels that it is better to build at or somewhat less than the projected need. Each option has a different impact on the public financial picture. East Hill Civic Association President Tom Hanna said that any decisions regarding parking should take university use into consideration. He suggested that part of the costs could be maintained by Cornell or that the university might be made to provide student parking in another location. The question ;of air rights was,also discussed. These rights would be made available to developers. Sieverding said that the first consideration was height. 250 parking places would mean approximately two stories for the parking garage. Planning Board member Susan Cummings asked how this would affect density with regards to the zoning of the area. Van Cort said that this would not be a problem. The City has missed encouraging development by not instating innovative zoning laws. This would be an excellent opportunity to write an amendment to the zoning code for Council 's consideration. Shaw agreed and said that by reading drafts and talking with ACC staff, zoning changes are a prerequisite to development. Regardless of the project , the Planning Department could benefit the community by examining existing zoning rules and soliciting input from Collegetown property owners. Application for a UDAG grant , as recommended by ACC, was discussed. A MINUTES, IURA/CDA SPECIAL MEETING April 6, 1982 page 4 request for 3.2 million dollars , based on a 22 million dollar private investment, was proposed. Tom Hanna asked what this entailed and whether it would impose an extra tax burden on the community. Van Cort said that first a developer solicitation package would be put together by staff. The developer would be chosen through an open process that would solicit proposals from out of town and local developers. Once a team was found, the developer final proposal would be assembled. This process would cost the tax payer money in terms of staff time and printing. The package would be part of the UDAG application and would have to be a professional looking package. At this point, Council would know exactly what they were getting in terms of a project. Presently, we "are still speaking of a concept. . Sieverding added that because of the UDAG pay-back requirement , the City must have a developer for the UDAG financed public improvements. Van Cort said that travel costs and advertising necessary to attract a developer would also be added to costs. No new money would be expended. Funds would come from the available Collegetown Capital Projects funds. Sieverding said that the developer would have to hire an architect and attorney to assemble his proposal because of HUD UDAG requirements. Tom Hanna asked what the bottom line costs of the parking garage would be. Sieverding said that the net gain to the City, taking total project expense and project revenue into account, would be $70,000 in the • first year with a yearly increase. Stein questioned the proposed site for the improvements. For instance, why was the bank building, a stone structure, slated for removal instead of the neighboring wood ones. Sieverding explained that it had to do with property value which includes the income generated by the owners of the private buildings versus the income of the bank building. Eminent domain process had not been considered and Van Cort added that this would not be economically feasible as the City would be obliged to pay the market value of the buildings. Stein noted that the City plans would increase the value of those buildings by building a parking garage. Shaw said that the owners might then be encouraged to improve their properties. He also noted that a greater area was covered by the bank building than by the corner properties. Van Cort noted that he sees the ACC plan as a land use plan. The end result may be different from what the ACC people have presented. Each developer will have his own idea of how the plan should be implemented and the City will have to decide which is the most appealing. Shaw said that ACC's major assumption was the size and the dollar amount of the Arts complex and the inter-related City parking garage. He noted that Cornell has not yet agreed to the $17 million building. Sue Cummings asked what mechanism would be incorporated to include citizen input on the plan from the beginning. She said that during the Ithaca Center project the architects had been sensitive to criticism and it had been difficult to amend the design once it had been presented. Sieverding said that the design standards and criteria would be part MINUTES, IURA/CDA SPECIAL MEETING April 6, 1982 page 5 of the developer solicitation package. Van Cort added that once the basic criteria for development was established, the process would run much as the Ithaca Center project had run including public hearings and design committees, etc. Sieverding said that other groups, such as Student Agencies , have good ideas that don't coincide with the ACC plans. Other ideas may come out during the public process and developers will be able to assess community concerns and use the design standards as a starting point for their plans. He said that it should be agreed that the Arts Building and the Garage would be designed by one person as they will be the centerpiece of the development project. Van Cort said that Cornell has agreed to go ahead with preliminary designs of the project. Bill Shaw said that the traffic and economic impacts as well as the dollar implications have come up repeatedly in discussions. Ellen Rosten of the Collegetown Enhancement Committee said that her group had begun a year ago to try to solve certain problems in the neighborhood. The largest problem has always been parking. In the past , Collegetown has stepped aside to leave time for development of the Commons. Next , it stepped aside while the City Planning Department worked on the Fall Creek Flooding Problem. • Now she said it is time for Collegetown to have a priority. The area needs a cleanup and a beautification program. When ACC made its initial survey, they said that the Performing Arts Center would fit and complement the neighborhood as well as require the addition of a parking garage. However, she said, even without the Center, College- town could utilize a garage. The extra parking would improve the appeal for businesses and increase property values. With the proposal of the Arts Center, she said it makes it easier for the neighborhood to get the garage. The Center will facilitate a UDAG and the development plan will mean a lot to the City's life style. Tom Hanna questioned the property assessments quoted by the ACC report, and said that the figures were based only on the most recent sales in Collegetown. Van Cort answered that the values in Collegetown are going up faster than in the rest of the City and that the figures were based on 25 buildings, some of which had recently changed hands. Hanna said that many of the ACC figures in the report were questionable and asked who would sort them out if the Agency did not. Sieverding said that he had the figures that ACC used when they wrote up the report, and that he would meet with Hanna to discuss this further. Van Cort said that with regard to figures it is an established habit with ACC to always underestimate. Hanna said he respected this idea , but that it might have the tendency to change public policy. Other comments made by Hanna concerned Cornell 's contribution to the project,which he said did not do much for parking, support services or general safety, and he added that Cornell was not meeting its obligations, especially regarding parking. He asked if retail development would improve the area and whether small businesses would benefit from the development. He was concerned about diversity and asked if Collegetown would become a student ghetto. Students on low incomes and home- owners are being forced out by speculators. Senior citizens and long-time residents are threatened with inflated assessments. The report says that MINUTES, IURA/CDA SPECIAL MEETING April 6, 1982 page 6. there won't be increased traffic, but street crossing is already a hazard for children and the elderly. How big should Collegetown get and what is the growth limit ; is there flexibility enough in the ACC report , and will the Planning Department support neighborhood residents in their concerns? He said that the Agency should be asking these questions of the staff and consider the answers before making their recommendation to Common Council . Council members are stewards of each other's neighborhoods and no one should be greater or smaller in importance. One month in which to make a public decision is very little, he said. He asked if the issues can be aired in time so that Council can make an intelligent decision and urged the IURA to deliberate with caution and attention before making their recommendations. Mayor Shaw said that because of the hour he was reluctant to encourage much more discussion on this subject. Dennis said that the Development Plan will be brought up at the April 14th Planning Committee Meeting and can be further discussed at the next Regular IURA Meeting on April 12th. Planning Board Chairman Peter Rogers asked if a public hearing was in the offing. Shaw said that it was not required but the option was open. The P&D Board may want to identify a subcommittee to look at these problems. He added that he shared Hanna's concern about not being prepared to make a decision by May. Most important at that time would be to decide if the general sense was more toward the positive versus the negative when making the recommenda- tion. The meeting adjourned at 6:00 P.M. Respectfully submitted, Approved, Z/ArC.--) /// . Natalie de Combray H. M. Van Cort Administrative Assistant Executive Director, IURA NdC: rh:jv Typed: April 20, 1982 MINUTES IURA/CDA April 12, 1982 7:30 P.M. - Common Council Chambers PRESENT: Mayor Bill Shaw, Chairman, IURA/CDA James Dennis, IURA/CDA . Stuart Stein, IURA/CDA H. M. Van Cort, Director, P&D/CDA Kathe Evans , CD Planner M. Helen Jones, CD Planner Herman Sieverding, City Planner Press The Mayor convened the meeting at 7:40 PM. • 1 . APPROVAL OF MINUTES Dennis MOVED that the Minutes of February 8, March 1 and March 22, 1982, be approved. Stein SECONDED and MOTION PASSED. 2. STATUS REPORTS ON EXISTING PROJECTS a. Community Gardens Subcommittee members Reed and Jones were absent , so the Mayor gave a partial report on this project. He said the property transferred ownership on Friday, but that he was meeting with the realtor to discuss a tentative agreement allowing part or all of the site to be used as gardens during the 1982 growing season. The realtor says that the owner is agreeable to this possibility, and they will go over specific arrangements for lease of the gardens. The Mayor said that if a rough understanding is agreed to, the City Attorney will put together a lease agreement with an option to buy some or all of the land. This agreement will be brought to the Agency at a special meeting some time next week. This meeting shouldn't take more than a half hour. He said he would contact staff after the meeting to let them know how it went. In the meantime, the relationship with the realtors representing the new owner is cordial . Dennis said he would like to wrap this up as soon as possible. Shaw said he asked garden representatives for other site suggestions. Doug Dylla stated that a group was combing the Target Area for other possible locations in order to establish a site for the coming growing season. He said that he would like to meet with the Agency subcommittee to discuss the problem and added that the old site was unique. MINUTES of IURA Meeting held April 12, 1982 page 2. b. Strand Theatre . CD Planner Kathe Evans said that the contracts with McGuire and Bennett and with Charles Wilson and Sons were signed and that construction was progressing nicely. Both contractors were ordering materials and making arrangements where necessary with subcontractors. The seats were ordered and depending on construction contingency, more or fewer seats could be ordered. Steve Parsons of Downing Architects was in charge of this, and a firm in Ohio was bringing a crew in for a week to pull out the old seats and replace them with seats of the same vintage. She said a job meeting was scheduled for the following day with contractors and TC3PA members so that no overlap between construction work would occur. In summation, Evans said the capital improvements were moving along very well . Of possible concern, however, is STERFDB's request for materials documenting the City's procedure of project approval and release of funds. They still have a number of questions, she said, and want to be assured that the Strand is fulfilling the terms set down in the ARC application. The TC3PA Board Treasurer said that the main problem had been one of communication. In meetings between STERPDBofficials and TC3PA members there had been no threat that funds would be stopped. Rather, he felt that STERPDB would have preferred that replies be made to them directly rather than second-hand through the City. He said it was the Board 's fault, and in the future all correspondence would be copied to Binghamton. Mayor Shaw stated he felt partly to blame. As a member of STERPDB, he would be attending a meeting on Thursday, , at which time he would make a report on the Strand. TC3PA Board President Charles Werner said that representatives of STERPDB had met with Glenn Goldwyn at which time they had not mentioned there were any problems with the project. Evans said they are concerned about the status of the debt reconciliation, the local funding support, the manage ment plan, the Fiscal and operating activities of the Board and how the theatre will function both now and in the long-term future. The review date is June 17, 19 . At that time they will discuss ARC dispensation of funds to the City for the Strand and they will have the option to recapture them if they are not satisfied with the review. Thuesen said that it is the TC3PA's responsibility to provide the information and that staff was being negative. The Board will have the answers; also, in con- versations with STERPDB there had been no problem. He added that one of • the representatives will be coming to Ithaca to help document the material which they have asked to have sent to them. Stein asked if the contractors held their prices over this time, and Evans said that although the dollar amount has remained the same, some of the items have been deleted from the original application. This occurred especially in the plumbing contract where some of the funds had to go to resolving damage over frozen pipes during the winter. MINUTES of IURA Meeting Held April 12 , 1982 page 3. Nothing concerning code regulations, or health and safety criteria was changed. (Fewer seats have been ordered to make up for costs involved in the Mc & B contract) , but in all , only a small percentage has been deleted. Stein asked if the lifting of the Curry restraining order had been completed, and Evans said yes. She said the building permit was ready to be issued and that Deputy Bldg. Commissioner Peter Dietrich is satisfied with the plans and specifications. Wern er said that a direct mail solicitation had been mailed and that the Board is still looking for an up-front stake for general theatre operations. To date they have not been successful , but the theatre is booked for all week-ends through May. He said that they are presently approaching local arts groups to meet and discuss what the Strand can do for them. This meeting will take place toward the end of this month. Stein asked if the Board of Directors was still intact, and Werner said two members had resigned and a new member, Ray Di Pasquale, had been added. Mr. Di Pasquale will overlook architectural rehabilita- tion and provide expertise in this area. Thuesen stressed that the Board's By-Laws stated that up to 15 Board Members were permitted, but that it is not mandatory to have 15 members on the Board. He said he will be updating Mr. Di Pasquale on the ARC status and also on the status of building improvements to date. • Bill Banner will remain as Clerk of the Works and provide continuity. He added that Historic Preservation Consultant Stearns is pleased with what has transpired in the building thus far. At the moment Thuesen is trying to get in touch with former building owner Bill Bernstein who has some of the original door plates and chandeliers. Mayor Shaw stated that everything sounded very encouraging. Werner added that they have been fortunate in the responses from creditors. He said that the next major event at the Strand will be the Ithaca Theatre . Company' s production of GEORGE M, and that on Apr,i1....1.7, four local bands will give a benefit performance. The Mayor thanked Board Members for the.ir. report. c. West State Street /West End Committee member Stuart Stein reported on the status of these projects and said the public improvements begun in the Fall are to begin again now that the weather is appropriate. There is a meeting on the April 13th to discuss continuation of the work,and additional sidewalk work may require another contract. If this is so, it could be brought back for presentation to the special agency meeting which is slated for the week of April 19th. . MINUTES OF IURA MEETING HELD APRIL 12, 1982 Page 4. Stein said that an additional sum of money for loans and grants and administration will be available and they are currently working on a policy on how to spend these funds. There will be a small design grant for analysis of individual structures along West State Street. Two demonstration projects have been completed, Boykins and Tioga Auto Parts, each under $1000. He noted that the Executive Director can contract work out if it is under this amount. He said he thought this was an appropri- ate way to handle these contracts (one for $350 and the other for $396) . Regarding the West End, he said that a proposal for an urban design consul- tant was going ahead to develop a Cayuga Redevelopment Plan. The plan would take about nine weeks to complete and cost about $2000. Van Cort said that half would come from the P&D fees (he would have to go to the B&A Chair and the Personnel Director for approval of this) and the other half would come from the CD West State Street lines and EDA. Stein noted that no action was required by the IURA/CDA. Dennis asked why the agency would go outside for this instead of using ,existing staff. Van Cort explained that urban design was a highly specialized field that involved the separate relation- ships between buildings and open space as opposed to design of individual buildings or space, such as an architect or a landscape architect would accommodate. He said that the problems involved are important enough to hire someone especially trained in that area, as the Cayuga Inlet will be the gateway to the City. Staff could do a land use plan but doesn't have the training to do the kind of study required. Stein said that the plan must be of high quality. In part, it wll be a design device, and on the other hand, a selling device. Shaw asked what the status was with the presen- tation of this proposal to the PAD Board. Van Cort said no action had been taken, but that the chairman had not yet made committee appointments so that it could be referred to a subcommittee. He added that he believed it was the intention of the chairman to do so in the near future. Shaw questioned the advisability of taking on this project. He wondered if it presumes the, City's intention to develop this area, when quite often he hears from outside sources that the City is involved in too much of the development process. He said he was reluctant to make another decision at this time when the City has to face the Rothschilds situation, the College- town Project, and the completion of the Ithaca Center. It would seem more appropriate for staff to look into how many activities the city can take on at one time and consider both the fiscal and physical energy available. He asked that the Agency consider this, and suggested tabling the West End matter until a later date. Stein said that part of the project will go on in any event, in that property owners are making plans to do their own improvements. The City's role is an attempt to guide them so that together we can make the West End a desirable and fruitful part of the City. He said that as far as development is concerned, this is the most limited involvement for the City in a long time. Shaw said that development plans were included in the ACC report. He wondered about the cumulative effect of taking on this project. They hydropower plant in Fall Creek will also be an item the department will be dealing with in the near future, and he asked that the agency consider putting the matter off until these other areas are clearer. Much of the community is forced to deal with perceptions, and at the moment it seems as though the City is into everything. He asked Hhatthe negative factors would be in postponing discussion for four to eight weeks. He added that he would also like the Planning Committee to have time to review MINUTES OF IURA MEETING HELD APRIL 12, 1982 page 5. the proposal before the URA takes action. Dennis said he understood the Mayor's reluctance, but as a small amount of funds was involved, he thought it was better to go ahead so as not to miss the opportunity to give meaning- ful direction to that part of the City's overall development program. Shaw questioned whether the City should be ahead of the development process with a plan in hand. He said he was not sure if the City should be involved at all in the development of the island area. We tend to get involved in what seems to be a good idea, he said, and then everything piles up and it's hard to stop. He asked again what the impact would be if the West State Street Project were postponed. Stein said he didn't know what would be lost aside from time, and said it could be brought up at the next regular URA meeting. Shaw said this would give the necessary perspective on the status of other projects. He added that he consistently hears from the community that the City should remove obstacles to private development such as zoning regulations, and he said he can see no major loss in giving the matter time to be considered by the Planning Committee and Board, and will further give the agency time to see what the department may be forced to do in other areas. The extended time frame will permit staff to talk to developers and see who might be available to do the study should the Agency decide to go ahead with it. Stain said the Mayor's questions raise interesting points. If IURA/CDA development matters are going to be turned over to the PAD Board, there would be many things to discuss. He said that the Master Plan of the City is already established for the West End of town. Dennis said he was concerned that a negative message was being sent and said he didn't want to give the impression the agency is waiting for recommendations from other boards or committees. If this process were instated, he said, nothing would get done. He added that he saw the study as a necessary one, and cited the Inaldn Waterway study which had raised much controversy and had not been thought a good idea at the time it was done. Van Cort said if the study was done and Council voted not to go ahead with the plans, the study would not be lost because it could be of use later. After further discussion it was decided to table the matter for a few weeks. d. COLLEGETOWN Sieverding said this would be a continuation of the discussion begun at I the April 6th meeting, as there had been no opportunity to hear IURA/CDA comments. Stein said that what he had understood was that a decision to go ahead with the development package essentially along the ACC proposed lines, would be a commitment to spend staff time on the project and implies an expenditure of public funds through bonding for public improvements. Siever- ding said yes, that would be the process if the proposal is accepted, and he pointed out that the level of public improvements is directly related to. the scale of private development eventually proposed. Dennis said that if the agency does decide to go ahead with the project, the problems cited by Tom Hanna should be addressed after the preliminary go-ahead. Sieverding said he had talked with Hanna about this and as discussed with the Planning and Development Board, those concerns would be studied in the next phase. The revenue concerns related to the parking garages were also discussed with Hanna and the ACC calculations were provided. Hanna is now mainly inter- ested in the development issues. Dennis asked if there would be an expenditure of funds outside the department and Sieverding said yes, for consulting work concerning traffic and circulation and parking demand studies. Cost benefit > V MINUTES OF IURA MEETING HELD APRIL 12, 1982 page 6. analysis on the lesser parking proposal will be done in time to discuss with the steering committee, at which time representatives of the university will be present. Stein said that parking has always been a strong need in Collegetown and that the city is now under strong pressure to provide. it. The question is not whether to respond, but how and in what most effective method. Van Cort said that regarding Hanna's question on the traiffic circulation effect of the new theatre, university traffic consultant Travers said in a long memo that there will be no significant negative impact on the neighborhood. There are enough ways to get out of Collegetown so that after the initial exit from the parking garage, traffic will be dispersed over a wide area. More traffic studies are necessary, Van Cort said. The most reliable is the counting of individual cars by staff, as this deter- mines the amount of trucks and other vehicles. The other count system--by machine--is also possible, but does not take into account the kinds of traffic. being counted. Dennis said that the worst night for traffic is the 4th of July. The rest of the year traffic is pretty much the same. Shaw said it is not clear that 5:00 P.M. is the peak traffic time and that another study should be made. Van Cort said the addition of theatre traffic would not impact the area more than usual . There will be only 600 seats in the theatre (the Statler auditorium has 900) and the order of magnitude will be relatively small . 4500 people attend hockey games, and 10,000 people can fit into Barton Hall . In comparison, the Arts Complex will not be a major impact. However, 24 hour counts will be taken to determine the nature of Collegetown traffic and the impact this development may have. Shaw asked if there had been any interest to date from developers. He tri- partite development process betwwen city, private developers and the university was the sine qua non without which the project cannot succeed. Van Cort said the developer solicitation process had not yet begun. Sieverding said that some Rochester developers had shown interest. The Mayor said that if private developers are not interested, the project would fail . Dennis asked f(ie Mayor if he would hinge his decision in May on whether the private developers were interested, and the Mayor said yes. Dennis noted that no development proposal packet would be ready until after the May 5 meeting. He said that potential developers would need this packet to gauge their interest in the project. Shaw said that the BPW will also need to review the recommenda- tion, as they have the experience in running parking garages, and many assumptions are made in the ACC report that need verification by them. A quick Special Meeting could be held on the Community Gardens issue if the leasehold agreement is ready during the week of the 19th. Shaw said that the City is under the obligation to bring to a close-out the relationship with the Ithaca Center developers, the City and the Agency. Sieverding said that at a meeting with HUD review monitors, it was explained that the UDAG close-out was different in that all funds must be disbursed, including the retainage, before the process can begin. He said some issues must still be resolved in order for the City to feel comfortable about releasing the retainage. Sub-committee members Stein and Jones will meet with Center develop- ers to discuss these matters. MINUTES OF IURA MEETING HELD APRIL 12, 1982 page 7. NEW BUSINESS 1 . ADMINISTRATION a. HUD Monitoring Visit Shaw updated the Agency on the exit conference of the HUD monitoring team. He said that he had once done the same kind of job for the federal government and that he found the oral comments supportive and positive. He said he was surprised at the number of people involved in the monitoring, and added that the written report would be forthcoming in about eight weeks. He noted no comments on waste or managerial. mismanagement were made and that there had been praise for CD staff and their subgrantees. Dennis MOVED that the agency acknowledge receipt of the HUD letter regarding the audit and Stein SECONDED. After discussion it was decided to withdraw the motion. Shaw said that it should be made at the end of the ongoing correspondence. The resolution was tabled until the next meeting. b. Personnel Tabled until subcommittee member Reed could be present. Stein asked if the URA was planning to do ,anything about Rothschilds. He asked the Mayor if he could give the agency any information other than that which had been in the newspaper editorial . Shaw said there was a large number of actors involved and that there are many options to be studied. There will be a meeting to discuss the matter on Wednesday, April 14th. The meeting adjourned at 10:00 P.M. Respectfully submitted , APPROVED, Natalie de Combray Kathe Evans Community Dev. Secretary Community Dev. Planner. NdC:jv c Y v MINUTES fi l , (\Cc_ r8 IURA/CDA Special Meeting /4" f bsi April 26, 1982 �� ��` *4. 4:00 P.M. - Council Chambers TT PRESENT: Mayor Bill Shaw, Chairman IURA/CDA H. M. Van Cort, Di. ector, P&D • Anne Jones, IURA/CDA Kathe Evans , CD Planner James Dennis, IURA/CDA Clarence Reed, IURA/CDA Press Stuart Stein, IURA/CDA The meeting was called to order at 4:13. OLD BUSINESS 1 . Minutes Jones MOVED to approve the minutes of the April 5, 1982 special meeting. Dennis SECONDED and MOTION PASSED. 2. Project Reports -a- Strand Theatre Evans reported on the construction work at the theater and said that things are moving along very well . Mcguire and Bennett are repairing a variety of items in the building, including work on the mezzanine, the 2nd floor ladies ' room and the dressing and changing rooms. Wilson Plumbers are also at work and Evans said that completion of the project was expected by July. Concrete for the ramps is being poured, work on the heating and ventilation system is being done and the seats for the auditorium will be installed. The Ohio firm contracted to take care of the seats will send a group to take out existing seats and install the new ones. This should take about five days and while the seats are out the auditorium floor will be repainted. She said that Carl Stearns is regularly in touch with TC3PA members and keeps tabs on all aspects of the work pertaining to historic preservation. At present, investigation is being done to find a solvent that will remove various coats of gesso and stucco that cover the original marble and thought there are a few other problems of this sort, no major difficulties regarding construction and rehabilitation are foreseen. Jones asked if Bill Banner was still acting as clerk of the works and Evans said yes. He and Colonel Thuesen attend weekly job meetings are are both aware of the work going on in the building. Jones asked what was the mechanism for monitoring TC3PA's progress as a management organization. Shaw said that no system has been spelled out but that he and CD staff meet regularly with Strand representatives so that they are pretty much aware of what is going on. He asked who was the Strand subcommittee and Evans said that the Agency had decided to work as a whole on this project. Shaw said he would be recommending that the Agency adopt a 2 member subcommittee for all projects and suggested that Reed and Jones act as subcommittee for the Strand. IURA/CDA April 26, 1982 -2- As the City'S; legate to the Southern Tier East Regional Planning and ( eveloprrt it4Wrd (STERPDB), Shaw said he attended the last monthly meeting inBingliartton and discussed the Strand progress with their staff. Although a resolution was made that gives the TC3PA a time limit in which to answer certain concerns , Shaw said that the Board is more interested in the Whereas clause that speaks to their continuing support of the project. Strand reps are putting together a packet to present at the June meeting of the full STERPD Board. He said that this would not be a major hurdle but just a mechanical process. Shaw said he is confident that the - TC3PA is responsible and that the STERPDB requests will be met. At a Friday update meeting with TC3PA reps, he and staff member Evans heard TC3PA representatives discuss making draft revisions to the management plan, soliciting of funds, local involvement and other financial aspects of the program. He added he was anxious to hear how the performance of George M went and whether it was financially successful . -b- Community Gardens A memo was read from the Save the Gsrdens Committee emphasizing the unique- ness of the present garden site and urging the city to continue negotiations toward acquiring it, even in part, for continued use. Alternate possibilities were named and also a list of criteria to be used in the choice of a new garden location. A representative from the committee added that gardeners would appreciate advance warning and a public review process before construction on the old site begins so that they will be ready for this event. Shaw said that the new owners have indicated their interest in leasing half the property to the city but that their only problem is with insurance. Because of the EOC offer to provide liability insurance and because the City has a standard insurance clause, Shaw said he did not anticipate problems. He noted that roto-tilling of the plot has already been done but added that gardeners should not begin planting until the lease agreement and the insurance matters are resolved. Jones and Reed will serve as this project's subcommittee. Jones MOVED and Reed SECONDED that WHEREAS, the EOC has agreed to sublet the community gardens and has agreed to provide liability insurance under the county's property insurance, and WHEREAS, the EOC has expressed willingness to coordinate community gardening services at the Community Garden site (at least half of the block surrounded by Lake, Adams, First and Franklin), and WHEREAS, the garden's owners have already indicated their willingness, now THEREFORE BE IT RESOLVED, that the Chairman of the IURA/CDA is authorized and directed to sign a $1 .00 lease with the owners for the 1982 growing season, and BE IT FURTHER RESOLVED, that the agency continue to search for site arrangements . MOTION PASSED. IURA/CDA April 26, 1982 -3- -c- West State Street Shaw said that he would like a volunteer to assist Stein on the West State Street subcomittee and Jim Dennis volunteered. Stein presented a draft policy statement for the Grant/Loan program. He asked that the Agency keep in mind that the city is under a great deal of pressure to spend these funds by the end of the 1982 building season. He said that the project has not been moving along as quickly as the other CD projects and that it is essential to finalize grant/loan policy in order to get the program going. The draft was a result of various meetings with staff but is open to suggestions, changes and comment. The purpose of the program will be to provide funds for exterior treatment of private property between Cayuga Street and Meadow Street. The program will be run by CD staff, probably with assistance of INHS. Staffing requirements include two half time design coordinators and 1 half time loan administrator. He noted that this loan/grant system was not unique and was used in many communities throughout the country. A total of $15,000 is available per property owner and staff suggested that grants should not exceed $4,000, to be matched by property owners, and loans should not exceed $11 ,000. Van Cort said that the grant forms used last year for historic preservation. facades could be used for this project. The drafts would be studied by agency members to be acted upon at the next regular IURA meeting on May 10th. Van Cort said that both the bank and INHS should be contacted before a resolution is made. INHS in particular is experienced with this kind of program although Evans suggested that CD staff could be responsible for delinquency of loan repayment. These payment funds would return to the project. Van Cort noted that under the proposed regulations where CD programs are being taken over by the state, all program income reverts to the State. If this happens, INHS program income will not come back to Ithaca but could be used by the State for anything, such as criminal justice or highways, within the borders of New York State. Van Cort said he found this possibility appaling and said the agency should react if this goes through. He said it was a very serious problem and is a good example of why staff opposes state takeover of the CD programs. Shaw asked what would happen if the funds are not spent by the end of 1982. Van Cort said that they would have to move the money to another project. HUD continues to ask staff to spend grant monies in a timely way. Evans said that probably HUD would reduce next year's funds, rather than recapture unspent funds in 1982. Program income would be used for the same activities it was originally programmed for. Although there is a less severe time frame for spending program income, HUD wants it spent before other funds are drawn down for the same activity. Shaw asked if program income could be used to paint the Southside Community Center. Evans said it would be a good idea and she will look into it. Anne Jones asked what would happen to the removable facade items, such as signs. If the owner moved his business , could he take his/her sign with him/her? Van Cort said that his inclination was to put as few strings as possible onto the loan/grant conditions. He said that the signs could probably move with the owners. Shaw said that some of the signs would be unique to the business and would serve no purpose if they remained. He IURA/CDA April 26, 1982 -4- asked when a loan committee would be needed and Van Cort said that shortly after the May 10th meeting, the program would become operative. Stein asked the Agency to consider whether or not they want a loan committee. Perhaps all the funds should be used as grants. 3. INHS Budget Amendment Evans explained that the INHS Junk Removal funds have been expended. Staff proposes moving Mini-Repair funds into the Junk Removal line since the Mini-Repair program has received grants from other sources. The Junk Removal Fund would help INHS in their clean-up project, helping to get junk cars removed from back yards, hauling away dead trees, etc. The jobs involve bringing in salvage crews or contractors and are much bigger than the City's twice yearly pick-up days. Shaw asked how much money had been spent for this service over the last 4-5 years. He was concerned that the same homeowners would call for junk removal and noted that free car-tow-away service is offered by Wallace Steel . He was concerned about moving $5000 from another line into this program if he was not sure it was a priority. Evans said that approximately $10,000 has been used over the last 4-5 years and that all the 34d, 4th and 5th Year Entitlement funds for this project have been used up. She said that removal of a dead tree, for instance, comes to about $300-$400. The service is particularly for new INHS loan clients and has not been used over and over again by the same people. Van Cort said that many target area houses were still to be rehabilitated. Each new house that is worked on is full of junk in the garage or basement. He said that this was one of the major problems and asked how else one would get rid of the junk. Evans said that if INNS finds an old refrigerator that still works , Challenge Industries is called in. The service is primarily for unusable junk. After further discussion, it was decided to ask for a report from INNS on this project. Shaw asked that the discussion be tabled until the report was made. Van Cort asked that the transfer be made. He said he was puzzled at the resistance to this request and suggested that the line be set up with the option to re-transfer it back if the subcommittee finds they are not pleased with the past performance of this program. He saitl that INNS is very careful about fund expenditure and added that CD staff monitors these expenses regularly. Evans said that the check has already been approved. She said she would like to disperse the funds and said that she would have a report from INHS on junk removal over the last 18 months at the next regular meeting. Dennis MOVED and Jones SECONDED that WHEREAS, the Clean-Up Fund (Junk Removal , 512) has been depleted and more clean up in the target area is anticipated during this year (May 1982-1983), now THEREFORE BE IT RESOLVED, that the Chairman of the IURA/CDA is authorized and directed to sign a contract for Junk Removal , funds for which shall come from line S401 .2c. MOTION PASSED. r` IURA/CDA April 26, 1982 -5- Shaw said that he will be making an INHS subcommittee appointment. After discussing INHS financial transfers with Van Cort, he will then discuss them with the new subcommittee members. 4. Collegetown Shaw will also make subcommittee appointments on this project. He suggested that the draft resolution presented by staff be tabled until input from other committees have been received. Dennis said that as lead agency, the IURA/CDA would have to make a decision in order to advise Common Council at their May 5th meeting. The next URA meeting is not until May 10th. Stein said that the public discussion of the last month had been very useful . ENough questions were raised so that approval will be given cautiously. He said that the collegetown parking situation should be studied and discussion with Cornell be initiated to investigate the university's commitment to the parking problems. Even without the new arts building, the apartment buildings and the new Geological Services facility have impacted the situation. Van Cort said that once action is taken by Council , talks with University representatives can begin. He said that November 30 was the submittal deadline so that many uncertain- ties will have to be clarified over the next few months. He added he hoped that the process could be taken care of with one major decision, rather than repeating the same circle over and over again. He noted that the draft resolution did not commit the city to anything other than a recommendation to Council that the agency go ahead with its development and investigation of questions and answers made during the last months. Shaw said he was troubled about acting without either Planning and Development Committee or BPW input. It was like putting the cart before the horse. Dennis said the resolution is general . All that the BPW would be involved in would be the operation of the parking lot and traffic concerns. These are questions that the Planning Department would be discussing with the BPW if the resolution is passed. Shaw noted that the IURA/CDA couldn't question the figures presented in the ACC report and that BPW input would be helpful regarding this financial aspect of the project. Dennis said that the ACC report is only a guidance sheet. It is a concept, not a specific plan. After further discussion, Stein MOVED and Dennis SECONDED that WHEREAS, the City of Ithaca, Cornell University and representatives of community groups have been working for some time on a joint plan for the redevelopment of Collegetown which would include a Performing Arts Center, a parking structure, and a variety of newly constructed, privatly owned buildings , and WHEREAS, the City of Ithaca and Cornell University jointly hired the American City Corporation to examine the feasibility of this development program for Collegetown, and • IURA/CDA April 26, 1982 -6- WHEREAS, the American City Corporation's second phase report indicates that this program is economically feasible and can physically be accommodated on the site, and WHEREAS, the proposed program has many potential benefits for the Collegetown area and the City at large, and WHEREAS, many questions remain which can only be answered through further examination of the area 's development potential , and WHEREAS, proceeding with this step offers the city an opportunity to look carefully at the financial obligation of this plan, and WHEREAS, the IURA/CDA has been designated by Common Council as the lead agency for this project, now THEREFORE BE IT RESOLVED, that the IURA/CDA recommend to Common Council that the City proceed with the development of a Collegetown redevelopment proposal in order that the costs and benefits of the project can be more fully understood, that futher work with private developers can be done to see whether a development package advantageous to the City can be structured, that negotiations with the University as to the distribution of project costs can proceed, that appropriate changes in zoning be considered, that further examination of a local tax benefit district be under- taken, that the choice between a parking structure and on-site parking can be made, that more accurate assessments of parking demand and traffic patterns can be made, and that, if all elements can be put into place, an application be prepared for federal or state funding for review by the IURA/CDA and Council , and BE IT FURTHER RESOLVED, that upon completion of the above listed items, the Collegetown development project will be brought back to this agency and to the Common Council for final action before any final commitments are made or applications submitted to the potential funding agencies. MOTION PASSED. NEW BUSINESS 1 . Personnel Dennis Moved that the Agency move into Executive Session to discuss personnel matters. Jones Seconded and Motion Passed. The regular meeting proceeded at 6:40 and Dennis MOVED that WHEREAS, the personnel committee has reviewed the work record for 1981-1982 of Natalie de Combray and has determined that her performance consistently exceeds the work requirement, now THEREFORE BE IT RESOLVED, that the IURA/CDA authorize a step raise increase to Natalie de Combray's salary from Step 3 to Step 4, retroactive to February 1 , 1982. IURA/CDA April 26, 1982 -7- Jones SECONDED and MOTION PASSED. Dennis next MOVED that WHEREAS, administrative assistance is needed in order to meet fiscal standards set by HUD and OMB, now THEREFORE BE IT RESOLVED, that the Chairman of the IURA/CDA is hereby authorized and directed to retain Jasmine Lim as a consultant under the direction of the Executive Director at a rate to be determined in consultation with the Executive Director and the IURA/CDA Personnel Committee, for a period not to exceed eight (8) weeks, and to be paid from line S409-CD Administration. Jones SECONDED and MOTION PASSED. Shaw said he would be talking with staff about restructuring the project subcommittees and report back to the agency on this at the next meeting. The meeting adjourned at 6:50. Respectfully submitted Approved, 4.11-0 kJ/6,1( $ Natalie de Combray Kathe Evans A �1 /4424.< �� �G✓�t MINUTES IURA/CDA Meeting May 10, 1982 4:00 PM - Council Chambers PRESENT: Mayor Bill Shaw, Chairman Glenn M. Goldwyn, CD Administrator Clarence Reed, IURA/CDA Kathe Evans, CD Planner Anne Jones, IURA/CDA M. Helen Jones, CD Planner Jim Dennis, IURA/CDA H. M. Van Cort, P&D Director Stuart Stein, IURA/CDA Press The Mayor convened the meeting at 4:15 and expressed his displeasure at the CD staff's tardiness. He urged staff to be on time at future meetings. 1 . Minutes Shaw asked that the following corrections/changes be made to the April 12, 1982 Minutes: on page 1 , he asked that it be added that "the City Attorney will put together a lease agreement and later pursue an option to buy some or all of the land"; on page 2, he noted that the STERPDB meeting took place on Thursday, April 15, 1982; and on page 5, that the Cayuga Inlet be named in place of the West State Street Project. Jones MOVED that the Minutes be approved with the above changes. Reed SECONDED and MOTION PASSED. 2. Community Arts Program Evaluation Tompkins County Arts Council Director Sorrel Fisher introduced Martha Mooney, interim coordinator after Marilyn Rivchin's resignation, and now appointed full coordinator of the Community Arts Program. Ms. Mooney spent three weeks collecting data for the summary of program progress and had spoken with URA subcommittee members on May 7th when the evaluation forms and Project Summary were made available. (Fisher said that documentation had begun 6 weeks before when agency approved guidelines were used. Since HUD's request of more specific information was made new evaluation criteria guidelines were used for this report. Fisher said that there had been problems in addressing eligibility as she did not think that stressing low-mod income status as a prerequisite for participation was an inviting criteria to attract target area residents. This problem has been resolved by gathering data at each workshop and by using the data to modify project impact and direction where necessary. Ms. Mooney said that workshops had been given in 6 locations with 233 participants. Participants were mostly in the 7-14 year range. In order to address the elderly, a plan is being evolved with EOC to offer programs for senior citizens that will hopefully result in a continuing program based on a support system among themselves. Another age group that is difficult to reach is the adult population from 21 to 47 years old. Mooney said that this is because that age group is traditionally working and busy with their families, etc. Art classes are not high priority and the fact that the classes offered are free presents no committment from the participants. In order to attract this group, the arts program is trying to develop classes with parenting involved such as reading readiness or painting classes that will include parents and children. In all , she said MINUTES May 10, 1982 -2- the program is reaching its goals. There is good groundwork and both South side and GIAC classes will be participating in the Ithaca Festival on neigh- borhood night. She said she is pleased with the program and though it is difficult to assess the long-term success of the program, she sees it as a valuable asset to the target area community. Fisher agreed and said that the program is generating resident involvement and is helping to revitalize the neighborhood. The evidence is that the people are enjoying the program and she said she looked forward to hearing the agency's reaction on the summary presented. After further discussion the Mayor asked the subcommittee to review the material submitted and report back to the agency on its recommendation. A resolution drafted by staff was not moved. Shaw said that the Minutes will show the agency's intention to review the data and he said he preferred that resolutions state agency action. Evans said the new application should be made in June or July. The Agency will have a month to determine their recommendation to Common Council who will in turn take action on the program's evaluation at their June meeting. Stein said that on his initial review the report looks good. Van Cort noted that M. Helen Jones and Ms. Mooney had spent several weeks preparing the new evaluation criteria. The Mayor thanked TCAC representatives for their presentation. 3. West State Skeet a) Egner Contract Subcommittee member Stein reported that no contract with Anton Egner was signed. The Agency resolved that a contract be prepared in October 1981 and the project is now nearly complete with only the handicap access services to complete. After further discussion the Mayor asked that he be given a contract to sign. As a resolution was already passed the Mayor is authorized to sign. Stein further reported that Egner states he is putting in more time for selection of plant material and construction review than was origi- nally specified in the job description and he has verbally requested additional funds for his services. CD Planner Jones noted that the AIA owner/city/architect contract specifies the architect's responsibility as being required to monitor construction work. The contract will be ready for signature at the end of the week. b) Loans/Grants Program Evans presented some additions and changes to the Loans/Grants Program policy draft that resulted from a meeting between staff, INHS Director Prentice and Citizens' Savings Bank Vice President George Gesslein. Prentice and Gesslein were consulted because of their experience as loan agencies. Discussion on the policy statement followed. Questions were raised about the limitation on interior improvements to buildings on West State Street. Goldwyn suggested that eligibility should hinge on building code conformity and that credit could be given to owners who complied with smoke/heat detector installation and other health and safety items. Evans said this option had been considered but the concern with the time involved in the administra- tion of the project if code inspections were included had decided staff to not recommend this. Anne Jones noted that there had been many fires on "West State Street over the last 12 months and said she agreed with Goldwyn's point. Dennis said that if code enforcement were tied to the program some potentially MINUTES May 10, 1982 -3- might see the program as a means for getting the city to enforce the code. Van Cort said there was a lot of merit in the idea and it could be incor- porated into the policy statement as a credit option. Van Cort said he preferred that CD not be involved in loan collection but that this part of the program should be set up with a bank or another loan agency. Discussion followed as to the advisability of granting 3% loans. Van Cort said that this percent had been the recommendation of Mr. Gesslein as that figure - would help generate interest in the loans , help pay the bank's fees and closing costs as well as providing income to the program. Evans said that it was important to get the West State Street project moving. Shaw asked what would happen if the funds were not spent within the year. Evans said that in other communities funds were reduced in succeeding years. M. H. Jones said that based on her meeting with property owners, loans were preferable to grants. In part, this was because the grants required a personal match of funds. After further discussion it was decided to move ahead with the policy statement as presented with the exception of the stated loan percentage. Dennis MOVED that WHEREAS, a loan/grant program has been presented as an approach toward improving the facades of West State Street between Cayuga and Meadow Streets, now THEREFORE BE IT RESOLVED, that the IURA/CDA approves the outlined program with the amendment that loans should be given out at 5% interest, and • BE IT FURTHER RESOLVED, that the IURA/CDA commits $184,300 from S306 for Technical Services, loans and grants, and staff salaries for for such program, and BE IT FURTHER RESOLVED, that the Chairman of the IURA/CDA is authorized and directed to sign contracts for such activities on that project. Jones SECONDED. Reed MOVED to amend the resolution as presented to include that the loans should be given at a 5% interest rate (as presented above) . Jones SECONDED this amendment and MOTION PASSED. A vote was taken on the amended resolution and MOTION PASSED. Stein noted that the policy statement could be changed again with Agency approval after review by the subcommittee and additional advice from other loan agencies and banks. Anne Jones asked about West State Street property owners complaints over the improvement project. M. H. Jones said that one owner was taking the city to court over the tree planting in front of his property. This person's lawyer is Paul Tavelli , also the City Attorney. Mayor Shaw noted that the city has a provision to use other lawyers when such a conflict of interest arises. Van Cort noted that staff tries to comply with property owner's wishes where feasible and had, in one case, moved a tree 8 feet to one side of the specified planting site. The tree planting will be completed by June 1 . Shaw said that staff had passed on the suggestion to property owners that they use the Youth Employment Bureau for lawn mowing of these improvements and said that this was a good way to use other city bureaus for city projects. MINUTES May 10, 1982 -4- 4. Strand Theatre Report Evans said that Historic Preservation officer Carl Stearns was delighted with the preservation work being done by McGuire and Bennett. New molding has been spliced into the old moldings, the marble wainscoating has been cleaned to its original butterscotch color and a record of changes is being kept behind existing bulletin boards so that the layers of gesso and paint will be preserved as a permanent document of the changes accrued over the years. Completion date is slated for the end of June. Anne Jones said she had heard a new Board Chairman was elected. Agency members did not know of this but Shaw said that the Board's report to STERPDB would be brought ahead of schedule for his review. 5. Community Gardens Shaw reported that progress on the lease arrangement has been made and final execution is nearly complete. An extra third parcel of the property may be added to the lease arrangement so that this extra portion may also be planted before the growing season begins. 6. Historic Preservation Anne Jones reported that she and Stein have met with staff regarding the 1st Baptist Church improvements. HUD_ has indicated that it is a local decision whether or not to pay the $10,000 retroactively for work on the church facade. Stein said that he believes the city had a commitment to this project and recommends the retroactive payment as a special circumstance. Reed said he was concerned about giving the money directly to the church. He suggested that the funds be turned over to the ILPC which was originally involved in the project. After further discussion, Evans said that she would prepare a contract with the ILPC for the Mayor's signature. Shaw said he preferred to act through resolutions that referred to action on contracts. He asked staff to work out to whom the check should be made and to put together an agreement for his signature. Because of the lengthy agenda, Shaw said he would be calling another meeting before the next regular IURA/CDA meeting. The meeting adjourned at 6:00 P.M. Respectfully Submitted, Approved, Natalie de Combray Glenn M. Goldwyn CD Secretary CD Administrator .404 AV(.14_,7„L MINUTES IURA/CDA SPECIAL MEETING May 24, 1982 4:00 P.M. - Common Council Chambers PRESENT: Mayor Bill Shaw, Chairman, IURA/CDA H.M. Van Cort,Director, P&D Anne Jones, IURA/CDA Glenn M. Goldwyn, CDA Administrator Clarence Reed, IURA/CDA Donna. Siewrattan, CDA Bookkeeper James Dennis, IURA/CDA Kathe Evans, CDA Planner Stuart Stein, IURA/CDA M. Helen Jones, CDA Planner The Mayor convened the meeting at 4:10. He said he would have liked to have added the Ithaca Center Resolution to the Agenda but Planner Sieverding reported there was no way the architects could get the material together in time. The resolution will be presented at the Agency's regular June meeting. 1. Paralegal/Code Enforcement Assistant City Attorney Ralph Nash reported on the progress made with city code enforcement since October 1981. He presented a time-sheet representing hours spent on code violations and specifying code enforcement matters in the Target Area. The ratio of enforcement actions has been 40% non Target Area to 60% Target Area. According to City Building Commissioner Hoard, the project has made a definite improvement as far as compl4ance is concerned. Nash said that it was difficult to set up a procedure to make owners comply with code standards but the fines imposed on violators has made many landlords begin to see the economic benefits of compliance. 15 properties received accusatories. Sometimes these are settled out of court when the landlord makes the necessary repairs within a certain amount of time. The expenses of a court procedure make property owners see that they are better off by complying. Nash added that the maximum fine imposed is set at $250.00. When landlords make themselves unavailable, for inspections, Nash writes them a letter stating that a search warrant will be obtained. This manner of gaining entry has been used only once in the past months. Jones asked if landlords were affable at the end of the process or if this process was resented. Nash said that landlords were no more resentful than in the past. Most are aware that the city has good grounds. Some problems are encountered where the properties are vacant and the owner is deceased or out of town but the majority of property owners are local and alive. Stein asked if only the surface of the problems had been scratched or if the project was halfway through. Nash said that in terms of vacant houses substantial headway has been made. Dealing with rental properties, however, is a continuous process. Landlords structurally modify Iheir buildings which must then be reinspected. Nash said that efforts in this area must be maintained or the situation will return to zero. He added that if agency members ever had any questions, he could be reached in the City Attorney's office every Monday, Wednesday and Friday afternoons. MINUTES May 24, 1982 page 2 2. INHS Junk Removal Evans reported on the status of the INHS Junk Removal program. $5,000 of Entitlement monies have twice been allocated to this line. Questions had been asked a month before about particular aspects of the program so Evans had investigated the use of these funds and found that 56 individual proper- ties had used the service to date. 38 of these were INHS rehabilitation projects. The junk included the removal of dead trees, large major appliances such as broken kitchen ranges and refrigerators, brush and assorted rubbish found in garages, cellars and attics. None of the properties were visited more than once. She had asked INHS if the appliances that had been removed could have been recycled by either Challenge Industries or BOCES but was informed that "if something is dead in the target area, it is really dead". Jones asked if rehabilitation building materials were removed through this program and Evans said no; debris as a result of construction and rehabilitation is the responsibility of the contractors. Jones asked if the junk could not be put out for the Spring/Fall clean-up run by the city. Evans said that most of the junk was too bulky and would also clutter the property while being rehabbed. Shaw said that it appeared that the program was incidental to beginning rehab work and that it had not become a private junk removal program. Evans said that another $5,000 has been allocated to the program to continue the same kind of junk removal. INHS cannot foresee whether they will need another allocation in the future. Shaw asked if INHS had a salvage program and if so whether they could use unanticipated revenue to offset the expenses of the program. Evans said yes. If the junk is usable, INHS has it taken to a junk dealer, such as in the case of old cars. When income is received, it is reported to the CD office. She said that this is done rarely as most of the junk is worth' very little and program income of $25 or less is more trouble than it's worth. Shaw said he would like a similar incentive in private business. He asked Evans to call Wallace Steel and ask if there is a value in some of the junk items. Evans noted that INHS is already aware of this kind of option and that all junk is looked at carefully before being thrown out. INHS is very supportive of recycling in general and has long been active in various city recycling programs. NEW BUSINESS 1. C.D. Progress Report Evans reported on the CD quarterly progress report through March 31, 1982 and passed out an April 30 budget update to show progress over the month. Staff is working to close out 5th Year Entitlement funds and she noted that, regarding line 517-Facade Improvements, the City Attorney has reviewed the status of the 1st Baptist Church and a contract will be ready for signatures by June 14. The joint Historic Preservation contract with Historic Ithaca MINUTES May 24, 1982 page 3 is moving well and the drawdowns are proceeding smoothly. Funds will be expended probably by the end of July. $3,864 will be left in the general fund. She suggested that these monies be used towards facade improvements of the Southside Center and has asked the BPW for a list of priorities for that facility. Shaw asked if Southside had been asked for a priority list. He said that he wouldn't like the city to act like the prime owner. Evans asked if she should go to them before or after the next regular agency meeting. Dennis suggested she check with the Southside Board before the IURA recommends how funds should be spent. Jones asked if this meant that the building was not on theE•regular maintenance schedule of the city. Shaw said that the city does regularly inspect the property and does monitor the building. Reed noted that the contract says that major maintenance is the responsibility of the city. He asked what was meant by 'major' , $100 or $3,000? The Mayor said that the city checks to see that the roof or the furnace doesn't die for lack of gutter repair, for instance. That repair would be taken care of by the city. Evans said that in the city's capital improvement budget no money was put aside for Southside major improvements. She added that a Council member has asked the city to look at the interior gymnasium walls and noted that little or no consideration has been given to the center in the past. Shaw said he would double check with the DPW Superintendent but said he believes that they do make inspections and that funds are in the city's budget for that facility. Dennis said there were city funds allocated for the utility bills, not for repairs or capital work. Shaw said he was not aware of how much was being done but said he knows it is more than nothing. Dennis said that if something has been done in the last year then it is more than has been done in the past. Evans next spoke on line 518, Park Facilities. Hillview is nearly complete; the grass is seeded and in some places is coming up. Council person Schuler is reviewing minor improvements for the area near the old East Hill school. These improvements will most likely include the cleaning of debris and the replacement of the concrete steps that have spalled. Jones noted that the exits are on a busy street. For someone in a car, there is no way of knowing there is a park there. She said that the DPW should take care of signage and thought this was to have been done. Evans said she will look into the status of the signage. Line 519, Neighborhood Facilities will be closed out by the end of the month. The Senior Center bills are in and payment has been made. Everything is complete except for the few remaining projects at GIAC. These small jobs will be completed by the end of May. The $474.80 left in 522-Neighborhood Improvements is available for use in the East Hill Park, making a total sum of nearly $1,500. As soon as city crews can begin work there, and when the DPW feels comfortable with the park as a city maintained area, the program can be closed out. Evans next discussed Small Cities 2 and 3. She noted that the West State Street project has been very slow but is now beginning to pick up. Except for these lines, staff would be well on their way to closing. The $3,000 left in S305-Northside/Southside Improvements can be applied to the Southside Center's facade improvements; in all close to $6,000 will be available for MINUTES May 24, 1982 page 4 for that building. All the funds must be spent on the exterior. Dennis asked how the interior walls could get repaired. Evans said that Council has requested inspections for costs of these repairs to come out of the City's 1983 capital improvements, projects. Stein asked what will happen to staff once the programs are closed out. Evans said that they are ready to get involved in new projects in the next year. Review of the new regulations is still to be completed by HUD but application forms should be available by mid-June. r 1 2. IURA/CDA Project Subcommittees Shaw presented a draft subcommittee list. He said it was neither perfect nor final but was an attempt to break down the projects and committee members so that equal distribution of work would be attained. Projects were divided into generic components such as Budget and Administration, Neighborhoods and Housing, Economic Development, and Public Infrastructure and Services. A copy of the structuring is attached. It was noted that the Strand should be included under Public Infrastructure and Services. The Mayor said he would serve as an ex--oficio member on all the committees. Meeting time will be cut down as well as the number of the individual subcommittee meetings necessary in the past. With this system implemented, members can meet to discuss all their projects at one time. He suggested that the agency put the system into practice for a year or so to see how it goes. Jones said she would like to see all the agency members involved in the Strand project. Shaw said that any agency member could attend the subcommittee meetings they wanted in addition to being responsible for their own area. Both staff and agency members welcomed the new arrangement. 3. Inlet Island Report City planner Joey Pierce reported on the potential redevelopment of the Inlet area and referred to a memo of March 26 to the Planning and Development Board that explained the background, past studies, current status and city involvement in the proposed project (see attached). He concluded by saying that the hiring of an urban designer to work along with city planners towards a land-use study and urban design should be the next step towards initiating the project. Mayor Shaw questioned the advisability of hiring an urban designer at this time. He said that the project would go under Economic Development with Jones and Stein serving as subcommittee members and suggested that they contact the P&D Committee for their input regarding this. Van Cort said that staff feels enough master planning has been done and that it is time to enter into the devvelopment phase, There are individuals who are ready to begin development but need more direction before they can begin. Pierce said that a report has already been given to the P&D Committee and that time is precious if the city plans to apply for a UDAG. The first step is to present Council with a good urban plan, or a choice of urban designs, for consideration, Now is the time to be specific, he said. Van Cort added that if the city waits too long, the probability of the program being accomplished will be destroyed. MINUTES May 24, 1982 page 5 Shaw asked why a grant would be necessary if property owners and developers have already stated their readiness to begin development of the area. Van Cort said the urban design was essential to make the best use of the Inlet area; buildings should complement each other and the waterfront should be used to advantage. If developers and property owners have no organized plan, the area could be irreparably damaged: He added that this part of the city is the gateway to the center. What is built there will set the tenor of the entire community and could become a real source of revenue and identity for that part of the city. Shaw stated that he had not encountered any business people who were familiar with the proposed program and said that groups like the Chamber of Commerce and the West End Business Association should be contacted for input. Shaw said he was not opposed to development but that the city should work cooperatively with the P&D Committee and local business men. He said that everyone should work as a team and he reminded the agency that there is a long list of major unfinished projects to work on. Van Cort said that the West End Business Association has been contacted and is supportive and excited about the development plans. Pierce said that what is now missing is a proposal to initiate the development process. By working together, an urban designer and the palnning staff could develop an initial land use plan for review by various agencies and city boards. This land use plan would become a public document and would be instrumental in creating a design plan. This latter would be more than a definition of uses and potential building locations; it would be a visual design that property owners and city representatives could discuss in detail. Dennis said that this had been discussed already at a previous meeting. He said he couldn't see the reason for delaying any more. Shaw said he didn't like spending the $2,000 on an urban designer before the land use study was done. Reed said he thought part of the inlet island could be a good Community Garden site. Van Cort said that as it was filled land, it might not be good for planting. A site for the Farmer's Market, however, is included in the master plan. Jones asked if staff were prepared to handle the inlet project without detriment to other programs currently in process. Van Cort said staff can handle the project but that some programs will have to be slowed down. Pierce will be the lead staff person on the project. Shaw asked what the projected time frame would be and Pierce said approximately 3-4 months before the study was complete. Jones asked how the agency had gotten itself into a situation where there appears to be some by-passing of the P&D Committee. Van Cort said that the P&D was not being by-passed. The first public agency the proposal was taken to was that board and they will continue to review it in committee. The URA, as prime decision makers, should run the program because it is essentially an Economic Development program with funds being allocated from EDA. Dennis noted that the P&D Board was not asked to look at the West State Street project and added that the final determination rests with the Common MINUTES May 24, 1982 page 6 Council. Shaw said he disagreed. He was concerned that the P&D Board was asked to perform its function and now the Agency is going on without consulting with them. Stein said the two should work together. He said he thought the city should be involved with the project and said that a sense of design is a back and forth process, not a linear sequence. Therefore, he added, an urban designer should be hired at this time. The designer can generate new interest. The project should not be looked at from a !we' and 'they' point of view; it should be an opportunity for the P&D and the URA to work together. After listening twice to all the points of view, he said he believed the program should be moved ahead. After further discussion, Dennis MOVED that it be RESOLVED, that the IURA/CDA hire an urban designer for $2,000 of EDA funds and that the URA direct staff to begin looking for an urban --- designer. Stein SECONDED and MOTION PASSED with 4 ayes and 1 nay. Mayor Shaw said that the STERPDB meeting had taken place earlier that week and he read a portion of a resolution stating their continued support of the Strand project, subject to continued monitoring by their staff. The meeting adjourned at 6:10. Respectfully Submitted, Approved, /////44//// Natalie de Combray Glenn M. Goldwyn C.D. Secretary C.D. Administrator NFL MINUTES �!`'' (� rf IURA/CDA 4, June 14, 1982 I! �' sJp L�} 7:30 P.M. - Council Chambers /nae 14 J-� PRESENT: Mayor Bill Shaw, Chairman H. ilii ,,V' iT Cort -E .- utive Director James Dennis, IURA/CDA Glenn M: G } , CD Administrator Anne Jones, IURA/CDA Kathe Evans, CD Planner Clarence Reed, IURA/CDA M. Helen Jones, CD Planner Press Donna Siewrattan, CD Bookkeeper The Mayor convened the meeting at 7:40. 1 . Minutes Jones MOVED and Dennis SECONDED to approve the Minutes of April 26. It was noted that Stein might want to question the sum of $11 ,000 referred to on page 3, 2nd Paragraph, regarding maximum loan amounts for West State Street. If such is the case, the Minutes will return for reapproval at a future meeting. MOTION PASSED UNANIMOUSLY. The Mayor noted that in the May 10 Minutes, the Resolution on page 3 regarding the West State Street Facade Program does not show that the resolution passed four in favor and one opposed. Agency members agreed that the minutes should be consistent and that resolution approval or disapproval should be recorded from now on with the vote tally. Also on page 3, paragraph 5, the Mayor said that the phrase "one owner was taking the city to court" should be changed to read "one owner was threatening to take the city to court." Finally, on page 4, references to the "ILPC" should be changed to read "Historic Ithaca". Jones MOVED to approve the Minutes as amended, Dennis SECONDED and MOTION PASSED UNANIMOUSLY. Regarding the Minutes of May 24, it was noted that there is some confusion between the P&D Board and the P&D Committee. All references to the P&D Committee should be changed to read P&D Board. Jones MOVED to approve the Minutes with these changes, Reed SECONDED and MOTION PASSED UNANIMOUSLY. 2. Community Gardens Shaw asked that agenda items be taken by subcommittee headings such as Public Infrastructure, Business and Administration, Personnel , etc. Agency members asked that they be informed of the staff persons assigned to the various projects. Gold- wyn said he would get a list to them regarding this. Anne Jones reported on the status of the Community Gardens. She and subcommittee member Reed are anxious to get things solidified for the next year and the foreseeable future. To this end, the subcommittee and Shaw intend to meet with the new owner of the present site and will be meeting with the Save the Gardens representatives on Wednesday. A variety of pieces of land are being looked at in connection with the guidelines outlined by the gardeners. Reed and Jones hope the matter will be resolved by August. In the meantime, half of the current site is planted. Jones also mentioned that a letter from a target area person requested a public hearing to discuss the community gardens with reference in particular as to why the city did not buy the available site. Agency members agreed that a public review was not necessary as all meeting have been held in public session MINUTES . June 14, 1982 page 2 and covered i n the, e ipaper. After further discussion, it was decided that a statement drafted b Goldwyn updating the garden status, past and present, be sent along with a letter to residents that question the city's role in the garden property. Goldwyn's draft will be reviewed by the subcommittee and the public will be invited to attend the next URA meeting. It was noted that URA meetings are not advertised in the Journal . Staff will investigate this possibility for the future. Shaw said he has received 30-40 letters about the gardens. He asked that comments on the draft be given to Goldwyn by the next afternoon so that they will be ready for the meeting on Wednesday with garden representatives. It was noted that all garden people are volunteers. It is yet to be decided who will be responsible for the garden program once it is a tabiished. 3. Southside Center • Shaw complimented Evans on her memo regarding the Southside Center. Jones referred to a draft resolution in the agency meeting-packet and said that the subcommittee had not seen the memo and that they were working in the dark. Evans passed out extra copies (attached) . She noted that the city has not put any money aside for Southside and that at present the CD funds are used up for this kind of project. Discussion followed and Shaw said that the bottom line was that the city would have to budget funds to handle the property on a regular basis. At present, funds will go for west side facade and roof improvements to include painting repair of leaking spots. Architect Bob Boehlecke has presented a priority list of work to be completed with the available money ($5,874.47). After further discussion, Reed MOVED and Jones SECONDED that WHEREAS, $3,010.29 remains in line S305F from the Compagni Contract for t Neighborhood Improvements III, and WHEREAS, the work in that contract has been completed satisfactorily to the DPW, now THEREFORE BE IT RESOLVED, that the IURA/CDA disencumbers $3,010.29 from line S305F and makes it available to line S305G for facade work on the Southside Center. MOTION PASSED UNANIMOUSLY. Evans said that Boehlecke is working on the specs and plans to go for negotiated . bids. He will take the lowest and go ahead with one item at a time. Reed MOVED and Jones SECONDED that WHEREAS, $2864.18 remains in line 517d available for facade improvements, and WHEREAS, $3,010.29 remains in line S305g available for Neighborhood Improvements, and WHEREAS, telephone conversation with the HUD office has resulted in agreement MINUTES June 14, 1982 page 3 that Southside Center facade improvements constitute a neighborhood improvement, now THEREFORE BE IT RESOLVED, that the IURA/CDA resolves to make exterior improvements to the Southside Center up to an amount of $5,874.47 to be taken from lines 517d and S305g according to the schedule and priorities of items presented at the IURA/CDA meeting on June 14, 1982, and BE IT FURTHER RESOLVED, that the Chairman of the IURA/CDA be authorized and directed to sign contracts for the work as described at the meeting of June 14, 1982, subject to approval of the agency's attorney. MOTION PASSED UNANIMOUSLY. Shaw noted that the current city budget for Southside is only adequate for utilities and minor repairs. Major repairs, such as a furnace breakdown, would be a surprise. These and other repairs of the kind would be capital improvements and be tall* from the city's contingency line. He said that he and Building Superintendent Kinsella have looked through the building and that a subcategory of improvements will be energy-conscious capital improvements. That falls into the DPW's sector and will be included in their budget. He will urge council and the BPW to take action on this. Don Kinsella is • already working on the budget. Jones asked how the center compared with GIAC. Shaw said that the situation with both was the same. Both belong to the city. Evans noted that GIAC is down to its last $500 of CD funds. All work will be completed within a month. CD funds for community centers will be finished and capital improvements must now be the responsibility of the BPW. She noted that $326,000 has been spent on Southside and $375,000 on GIAC, not including the purchase of GIAC ($20,000). Jones said that it had been an excellent investment and now must be kept up. 4. East Hill Park Anne Jones referred to the attached draft resolutions. She asked if the actual exchange of property had taken place. Shaw said that alderperson Schuler had asked the BPW for a resolution of sentiment to take it on. Although the BPW had agreed that the idea made sense, they wanted to talk to Common Council regarding increased maintenance costs. No action was taken at the BPW meeting although the Board had been sympathetic. Evans said she was under the impression, after talking with Schuler, that the board had agreed CD could go ahead. Cost of maintenance is unclear. It would run from between $500 and $900. Jones noted that small park maintenance occurs only in the summer. Shaw suggested that the resolution be changed to say that CD is tranferring funds and show the city's intention of acquiring the land. MINUTES June 14, 1982 page 4 Reed MOVED and Jones SECONDED that WHEREAS, $55.00 remains in line 518a from architectural services for Hillview Park, now THEREFORE BE IT RESOLVED, that the IURA/CDA disencumbers $55.00 from line 518-Park Facilities and makes it available for improvement of East Hill Park. MOTION PASSED UNANIMOUSLY. Reed next MOVED that WHEREAS, the city has experienced interest in acquiring a parcel of land located at Seneca Street between Quarry Street and Stewart Avenue presently belonging to the school district, and WHEREAS, the BPW can use its force to clear and grub the park area, repour new cement stairs and repair existing stairs, and handle other landscaping activities if CD funds are made available to reimburse the expense, now THEREFORE BE IT RESOLVED, that the Chairman is authorized and directed to sign a purchase order for the City of Ithaca to be paid for from lines 518a and 518c and 522c in the amount of $1 ,179.51 to handle East Hill Park restoration. Jones SECONDED and MOTION PASSED UNANIMOUSLY, Evans suggested that the BPW be informed of the city's intent to purchase the land as soon as possible and said she would verify the suggested $1 .00 purchase price. 5. Shelter for Battered Women Evans said that City Attorney Tavelli had advised that the Shelter can be discussed in Executive Session. This would be to assure privacy of the shelter address. Van Cort asked teh press not to disclose the location of the property other than to say that it is in the Target Area. Reed MOVED that the Shelter MINUTES June 14, 1982 page.5 be discussed in Executive Session, Jones SECONDED and MOTION PASSED UNANIMOUSLY. The Agency decided to handle all Executive Session items at once, at the end of the regular meeting. 6. Historic Preservation Anne Jones referred to the draft Resolution discussing the contract with • Historic Ithaca. Enclosed in the Agency packet were copies of the contract, a letter from HUD authorizing eligibility of the retroactive payment, and letters from both Historic Ithaca and 1st Baptist Church agreeing to the proposed method of payment. Jones MOVED and Reed SECONDED that WHEREAS, 1st Baptist was built in 1890 in the Romanesque revival style by William Henry Miller, and WHEREAS, the structure makes a strong contribution to the officially designated DeWitt Park Historic Deistrict and is surrounded by buildings of recognized hIstoric merit, and WHEREAS, historic preservation is an eligible CD activity and several preservation projects within the City have been funded by the program on the bases that_a public purpose is served by conserving our architectural and historic heritage, and that public benefits are derived from upgrading properties within neighborhoods characterized by older buildings, and WHEREAS, the State Office for Historic Preservation has approved various exterior projects on the building, and WHEREAS, the Agency has determined, after fully evaluating project proposals submitted for CD funding during the 1977-1978 funding year, that !� CD monies should be earmarked for exterior renovation of the building, to restore its facade to an appearance more closely representing that which it had in the era when it played its most significant role in history, and to preserve the facade's own significant architectural values, and MINUTES June 14, 1982 page 6. WHEREAS, Historic Ithaca and the TLPC have urged recently that these monies be used as proposed, and WHEREAS, the Agency has determined that the project would result in substantial public benefits in furtherance of secular purpose, and would not promote or hinder religion or the free practice thereof, nor involve any entanglement with the internal or religious affairs of the 1st Baptist Church, and WHEREAS, CD staff hate prepared a contract with Historic Ithaca to act as subgrantee and administrator of the payment to the mortgage of 1st Baptist Church for work completed in the past, and WHEREAS, such contract contains no conditions whatever relating to whether the 1st Baptist Church shall continue to be used for religious purposes, now THEREFORE BE IT RESOLVED, that the IURA/CDA approves this contract with Historic Ithaca for 1st Baptist Church exterior restoration for the amount of $10,000 to be taken from line 517a and authorizes and directs the chairman to sign such document. MOTION PASSED UNANIMOUSLY. Jones added that Historic Ithaca was pleased to facilitate payments. Reed asked that the Agency thank Historic Ithaca for its continued assistance to CD and to the City. He noted that they have always been helpful and he MOVED that it be RESOLVED, that the IURA/CDA authorizes and directs the chairman to write a letter of thanks and appreciation to Historic Ithaca for their continued assistance to city and Community Development activities. Jones SECONDED and MOTION PASSED UNANIMOUSLY. Shaw noted that Historic Ithaca had sent a nice scroll to the city in connection with the St. James AME Zion church. Tt is hanging in his office for those who would like to see it. He added that a copy of a letter sent to the Rever- end Pinder had been sent to him indicating that St. James had been recommended for listing with the New York State Register of Historic Places:. He will have copies of the letter made for agency members. 7. Center Ithaca Discussion followed regarding planner Sieverding's memo of May 21 in which MINUTES June 14, 1982 page. 7 the closeout process of the Center Ithaca development project is addressed. Jones said that the subcommittee is asking for architect's certification of the statements of overrun on the center atrium, elevator, and skylight. The amounkt originally budgetted was $350,000 but the actual cost is $410,000. Van Cort said that there would be no way to pay all the overrun and said that Sieverding has asked the Agency to consider giving them $47,000 and half of the $101 ,000 retainage. He added that some small portion of the final items on the punch list have not been completed. He asked the agency if they would approve this payment, subject to the architect's confirmation of costs. He would look for the stamp on the architect's statement to verify its authenticity. Jones said the subcommittee would also like to see the letter before the money is turned over to the developers. She said she was mystified that it has taken them so long to get the parts together. After further discussion she MOVED that it be RESOLVED, that the IURA/CDA hereby aithorizes the staff to make payment to Ithaca Center Developers not to exceed $97,500, contingent upon the developer's supplying of staff and the appropriate committee with a certified document from t e architects regarding costs of the public elevator, atrium, and glass roof. Reed SECONDED and MOTION PASSED UNANIMOUSLY. Reed then MOVED that it be RESOLVED, that the IURA/CDA directs staff to disencumber $9,000 from line U107 and encumber this amount to U109, and BE IT FURTHER RESOLVED, that $47,000 from line U109 be encumbered for Ithaca Center Associates. Jones SECONDED and MOTION PASSED UNANIMOUSLY. Jones noted that this would leave $50,000 in retainage and $5,000 for public improvements. $10,000, unrelated to UDAG funds, will be forthcoming at the final closing as agreed between the city and the developers. She said that the subcommittee was concerned that the funds should not all be devoted to signage. NEW BUSINESS 1 . Strand Jones stated that the subcommittee had only discussed the Strand matter by telephone and had not come to an agreement, Reed feeling that no further payments are necessary. She asked that the subcommittee be given more time • MINUTES June 14, 1982 page 8 to address the problem before making a decision. Evans said it was necessary a decision be made this month. Shaw said he would be calling a special meeting of the agency on the 28th to discuss Collegetown. He asked if the matter could be taken up at that time. Evans said that the subcommittee would like the benefit of IURA input so that action could be taken on the 28th. She explained that Stearns would need to make another two trips to Ithaca; one to check the sample seat that will be sent and the second visit to review the completed project. The metal and upholstery specified by the architect for the seats must be reviewed before installation of the final 380 seats. She said that Stearns has done more than was initially specified in his contract. All choice of colors and carpeting were his, all review of carpentry and fine finish was done by him, etc. This was the result of the project architect's lack of expertise and the generality of the architect's specs. She said that Stearns has requested an additional $514 but added that Stearns would do the work whether he received this extra payment or not. The funds would be taken out of the CD Admin line. Van Cort noted that the URA was not under any legal obligation to pay this extra amount. Staff, however, recommends this increase as Stearns has taken on so much more of the project supervision role than was intended and that the increased scope was at city request. Shaw asked if it was possible to deduct this amount from the architect's fee as the jobs were originally meant to be the architects. Reed said he didn't think the extra money should be paid as Stearns would not suffer from the lack of payment. Dennis noted that when the agency entered into the Strand project they entered an area where they had little experience. He said he felt the agency should pay the extra amount as it had never been clear exactly how much the project would cost. lifter further discussion it was decided to pay Stearns the extra amount and to include the reason why the extra work had been required within the body of the contract amendment. Jones MOVED that WHEREAS, Carl D. Stearns, Preservation Consultant for the Strand, has been asked to do more work than originally specified, now THEREFORE BE IT RESOLVED, that the IURA/CDA authorizes payment of an additional $514.00 from line S409-CD Administration to Carl D. Stearns,. and BE IT FURTHER RESOLVED, that staff be directed to amend Carl D. Stearns' present contract to reflect this addition in scope of work and payment. Dennis SECONDED and MOTION PASSED 3 in favor, 1 opposed. 2. HUD Monitoring Letter Van Cort discussed the HUD letter regarding their visit to Ithaca. He said that staff has been meeting to review the suggestions the letter contained and to prepare action to meet HUD's recommendations. Staff will also prepare MINUTES June 14, 1982 page 9 a report on these meetings to help with a response to the letter. He said that generally speaking the letter was favorable. Non-laudatory comments concerned program performance records and program income. Van Cort said he would get back to the agency subcommittee when staff meetings were over. 3. FY 82 Application Update Goldwyn noted that one of the major changes that has occurred under Reagan was to have the State administer CD funds. He said that, although New York did not opt to administer the programs this year, all regulations, both state and regional , have been held up between HUD Buffalo, HUD Washington and the OMB. Fiscal Year for the city begins on July 19. Last year, applications were sent out in May. Now Ithaca is several months behind and there is still no definite date to apply. The best estimate is that funds will be available between September 15 and October 1st. In terms of impact on the programs, at least two programs will suffer from this delay. As the primary sponsor INHS controls the majority of CD funding. The slow down will directly affect their programs if funds are not allocated from another source. Another program which will suffer is the Community Arts program which needs funds- for both administration and programatic expenses. INHS will need from $50,000- $100,000 to tide them over; Community Arts will need $2500-$3500. Goldwyn said the HUD recommended strategy for maintaining these programs is to transfer funds from other lines and make adjustments upon the arrival of the new funds. This action will require a programming amendment. A public hearing of the CAC and the agency will be necessary for the transfer and a meeting date must be scheduled immediately in order to allow enough time to assure continued funding of these programs. Jones asked if there was any insurance that future funding is forthcoming. Evans said there was no indication that there will be any cutbacks. Van Cort said that if next year's allocation comes through, everything will be fine. Final confirmation will come about next September. Goldwyn said that there have been terrific cuts in public housing, new construction, etc. , but that CD funds were still intact. Shaw noted that the funds have already been appropriated by Congress so that ultimately the city will receive the funds. The question at this time is if they will permit a transfer. Reed asked where the funds would come to make this transfer and Goldwyn said that they would come from projects not yet underway such as Commercial/ Industrial projects, Sidewalks, etc. A staff proposal will be surizrritted in a draft form to give subcommittee members a clear picture of the choices available for transfer. After further discussion it was decided to make the public hearing on June 28, the same date as the already scheduled special IURA/CDA meeting. A target area, handicapped accessible location for the meeting will be chosen as Council Chambers are occupied that night. Shaw asked if INHS could put off buying houses for a time and Evans said it was not house recycling that would suffer but the loans/grants program. There are many requests during the building season for small loans or grants from MINUTES June 14, 1982 page 10 $5,000 to $15,000. Van Cort said he will check with INHS to see if they can manipulate their cash flow. Reed MOVED and Jones SECONDED that it be RESOLVED, that the IURA/CDA requests staff to advertise and arrange a public hearing of the IURA/CDA and the CAC on June 28, 1982 toward transferang of FY81 funds to FY82 program lines. MOTION PASSED UNANIMOUSLY. Shaw noted that at a recent Collegetown Steering Committee meeting he was struck with the idea that some of the information should be brought before the IURA/CDA. Economic Development subcommittee members Jones and Stein will be updated on the project's progress. Jones MOVED and Dennis SECONDED that the agency go into Executive Session to discuss Personnel matters and the Shelter for Battered Women. MOTION PASSED UNANIMOUSLY. The regular meeting reconvened at 10:30. Dennis MOVED and Reed SECONDED that it be RESOLVED, that the Chairman of the IURA/CDA is hereby authorized and directed to sign an amendment to Donna Siewrattan's CD staff contract. Such amendment shall grant a step raise from Step 2 to Step 3 of the 1982 CD Bookkeeper salary range effective June 14, 1982. MOTION PASSED UNANIMOUSLY. Reed MOVED next that WHEREAS, INHS has a dwelling in the target area which is appropriate for use as a shelter for battered women, and WHEREAS, acquisition and rehabilitation costs amount to approximately $4,745, and WHEREAS, INHS shall use such monies to acquire and rehabilitate another derelict structure in the target area, now MINUTES June 14, 1982 page 11 THEREFORE BE IT RESOLVED, that the IURA/CDA authorizes and directs the chairman to sign checks in the amount not to exceed $4,745 to reimburse INHS for expenses related to the acquisi- tion and rehabilitation of such structure. Funds for reimburse- ment shall be taken from line S404. Dennis SECONDED and MOTION PASSED UNANIMOUSLY. Reed next MOVED and Dennis SECONDED that WHEREAS, the IURA/CDA shall acquire a .recycled residence in the ' target area for use as a shelter for battered women and their dependent children, now THEREFORE BE IT RESOLVED, that the IURA/CDA directs the Agency's attorney to finalize all arrangements on the property listed in Liber 497, page 770, Parcel 1 , so that ownership is transferred from INNS to the IURA/CDA. MOTION PASSED UNANIMOUSLY. The meeting adjourned at 10:35. Respectfully Submitted: Approved: yF o r... r____4i__ ,......1,m-6,/,---iiiiil i i ,,.s..,L,:t__,. ..vt,,,, ,\ ,RATE_: CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 TELEPHONE 272-1713 PLANNING & DEVELOPMENT BOARD CODE 607 IURA/CDA Regular Meeting Monday, July 12, 1982 7: 30 p.m. Common Council Chambers AGENDA 1. Call to Order 2. Approval of Minutes -June 114th -June 28th 3. Business & Administration Committee A) Authorization to Commission an Audit of CD,ARC & UDAG projects. B) Quarterly Report 1+. Economic Development A) West End Design Update B) Cherry Street Industrial Park - Committee Authorization to award contract for purchase and installation of trees. C) West State Street Development Program 1. Architectural Services Contract - Egner 2. Program Policy - Review & Adoption D) UDAG - Public Improvements Additional Encumbrance 5. Public Services & Infrastructure A) Strand - Project Update B) Southside Community Center - Award of contract for coping repairs to roof. C) Shelter for Battered Women - Review of license for facility- authorization to execute license. 6. Adjournment IURA/CDA MINUTES AUGUST 23, 1982 7:30 P.M. - Conference Room PRESENT: Mayor Bill Shaw, Chairman M. Helen Jones, CD Planner Anne Jones, IURA/CDA Herman Sieverding, City Planner Clarence Reed, IURA/CDA Press Stuart Stein, IURA/CDA James Dennis, IURA/CDA 1 . Call to Order The Mayor convened the meeting at 7:40. 2. Approval of Minutes Reed MOVED and Jones SECONDED to approve the Minutes of the July 29, 1982 IURA/CDA-CAC meeting. MOTION PASSED UNANIMOUSLY. 3. Chair Report Shaw noted that CD Planner Evans, CD Administrator Goldwyn, and CD Executive Director Van Cort would be absent. 4. Executive Director/Staff Reports Planner Sieverding updated the agency on the possibility of a federal consultant coming to Ithaca to give advice on the management of the Ithaca Center. During a visit here last week, staff spoke to the consultant about the kind of help needed regarding leasing and marketing. The consultant is now talking to HUD to see if the scope of services requested falls into the terms of his contract. If it does, he will return to analyse the problems and find strategies to deal with them. Ithaca Center Associates have sent additional information to the consultant and will be in touch with HUD representatives. Sieverding added that the service comes at no charge to the city or the center as it is a federally funded service set up to assist their new projects. Shaw said that this process was rp4tively routine, especially for UDAG projects. The city had not requested the service, as a news article implied. Jones asked what was their track record and Sieverding said it was good. They specialize in multi-use projects so that the center is within their particular field of expertise. The Banks have been favorably impressed. Shaw added that 5,000 square feet have been recently leased to the State Division of Employment/Unemployment, a significant move toward attracting clients. The State felt these activities should be in the center of the city. 5. Budget and Administration Committee No report. 6. Neighborhood & Housing Committee Stein MOVED and Dennis SECONDED that: IURA/CDA MINUTES AUGUST 23, 1982 PAGE 2 WHEREAS, the IURA/CDA had requested approval from the Department of Housing and Urban Development to transfer $87,000 among a number of FY81 programs and projects, and WHEREAS, the transfer of funds was approved by the Department of Housing and Urban Development on July 30, 1982, now THEREFORE BE IT RESOLVED, that the transfers proposed by the IURA/CDA at their June 28th meeting be implemented, including the transfer of $60,000 into S401 .2b Homeowner Loan and Grant Fund, and $24,500 into S401 .3b Rental Rehabilitation, and BE IT FURTHER RESOLVED, that the Mayor, as Chairman of the IURA/CDA, is authorized and directed to sign an amendment to the Ithaca Neighborhood Housing Services contract to reflect this change. MOTION PASSED UNANIMOUSLY. Stein noted that the house at 527 W. Green Street had been sold at auction for $5,000 to INHS. 7. Economic Development Committee a) Rothschild's Building - UDAG Shaw passed out copies of a press release on the Rothschild's building. Despite reports to the contrary, he said, there is a clear understanding of non-commit- ment between Dey Brothers Department Store and the city. More negotiations are taking place but this does not rule out other possibilities. Some improvements to the building, such as energy conversion and conservation, space utilization and layout are being investigated. At the time the building was built there was no choice but to put in electric heating. The conversion to anOther..heating system is being examined by the banks , the de facto landlord, etc. Ratio of net sales to gross space, location and access and the basement area are also being studied. Presently, the city is searching for outside funds. Without one option ruling out another, both Federal and State sources are being looked into. Among the grants available the UDAG has many attributes. With this option in mind Shaw has asked Council to schedule a series of public hearings to discuss the advisability of submitting a grant application for a UDAG loan. An Appalachian Regional Commission Grant is also being considered. Both grant application deadlines are August 31 . However, if an agreement to apply is made, the deadline is not a must date. A decision at the Agust 30th public hearing will make the UDAG application a possibility. Shaw asked for a motion } to go into Executive Session in order to discuss more fully the potential lease arrangements, grant repayment and bank financing involved. Stein MOVED that the agency enter into Executive Session at the conclusion of the New Business agenda item. Jones SECONDED and MOTION PASSED UNANIMOUSLY. fn IURA/CDA MINUTES AUGUST 23, 1982 PAGE 3 Shaw added that the city has only an indirect role in the negotiations and that the project involves a number of entities including the Tompkins County Industrial Development Authority, local banks and potential leasees. b) Ithaca Center - Public Improvements Sieverding presented a draft resolution to the agency and explained that the funds set aside for the public improvements project were short $88.15. During construction a number of deletions and change orders occurred and the resulting bill was somewhat higher than the original estimate. Robert S. Leathers will be submitting a final bill for the above amount and Sieverding asked that the agency agree to transfer this sum from uncommitted funds. Jones MOVED and Dennis SECONDED that: WHEREAS, the IURA/CDA has retained the services of Robert S. Leathers, P.C. , for architectural services associated with the Ithaca Center Public Improvements Project, and WHEREAS, the amount encumbered for payment of this contract was insufficient to meet the final costs of this contract, now THEREFORE BE IT RESOLVED, that the IURA/CDA authorizes the transfer of $88.15 from Uncommitted to U102 Architectural Services within the UDAG grant. MOTION PASSED UNANIMOUSLY. c) West State Street Development Program Planner Jones said that three of the design projects initiated on West Street have been completed for under the amounts set aside for them. Therefore, staff is asking that the agency disencumber the remaining funds in order to make them available for future West State Street projects. She said that one new loan has been approved and another is being reviewed as the request is for blacktopping and not eligible under the project guidelines. Several other loans are in view and close to being brought to the Loan Committee. Jones said it was a busy season for contractors but that quite a few projects will be completed before the end of the construction season. Jones MOVED and Stein SECONDED that: WHEREAS, the IURA/CDA had entered into three contracts for design services associated with the implementation of the West State Street Facade Improvement Program, and IURA/CDA MINUTES AUGUST 23, 1982 PAGE 4 WHEREAS, these three professional services contracts are completed within the amount encumbered for those purposes, now THEREFORE BE IT RESOLVED, that the IURA.CDA directs the Community Development Bookkeeper to disencumber the funds set aside for those three contracts (O'Brien, & Taube - $19.43; T.S. Dillon - $24.70; V. Romanoff and Associates - $37.80 - all S306) making the funds available for other West State Street Development Program purposes. MOTION PASSED UNANIMOUSLY. 8. Public Infrastructure & Service Committee Anne Jones noted that the draft resolution presented to them was a continuation of the discussion reflecting the changes in program funding resulting from the transfer of 1981 funds. She MOVED that: WHEREAS, the IURA/CDA had requested approval from the Department of Housing and Urban Development to transfer $87,000 among a number of FY 1981 . programs and projects, and WHEREAS, the transfer of funds was approved by the Department of Housing and Urban Development on July 30, 1982, now THEREFORE BE IT RESOLVED, that the transfers proposed by the IURA/CDA at their June 28th meeting be implemented, including the transfer of $2,500 into S408 Community Arts Program, and BE IT FURTHER RESOLVED, that the Mayor, as Chairman of the IURA/CDA, is authorized and directed to sign an amendment to the Tompkins County Arts Council to reflect that change. Reed SECONDED and MOTION PASSED UNANIMOUSLY. 9. Old Business • Dennis reported that the Developer Selection meeting for the Collegetown project took place on Tuesday, lasting all day, and that three separate groups made presentations. The Committee has not yet made a decision and will get back together to discuss the presentations and prepare a statement for Council . He added that they will not be prepared to make a recommendation at the September 1st Council meeting. Because of this the proposed time schedule IURA/CDA MINUTES AUGUST 23, 1982 PAGE 5 will necessarily be altered. The architect is returning to Ithaca on September 7 and will have the opportunity to work with Council and the IURA on the selection. 10. New Business None. The Agency went into Executive Session at 8:30. No action was taken. 11 , Adjournment The Mayor adjourned the meeting at 10:00 P.M. Respectfully Submitte , `Approved, Natalie de Combray M. Helen t's _r HILDA HUTSON MINUTES IURA/CDA September 13, 1982 7:30 P.M. - Conference Room PRESENT: Mayor Bill Shaw, Chairman H. M. Van Cort, Executive Director, CD Clarence Reed, IURA/CDA Glenn M. Goldwyn, CD Administrator Anne Jones, IURA/CDA Kathe Evans, CD Planner Stuart Stein, IURA/CDA M. Helen Jones, CD Planner James Dennis, IURA/CDA Press 1 . Call to Order The Mayor convened the meeting at 7:40. 2. Public Hearing Stein MOVED to open the public hearing, Jones SECONDED and MOTION PASSED UNANIMOUSLY. The Mayor asked for public comment on the proposed revision to the city's Housing Assistance Plan (HAP). Hearing none, Jones MOVED to close the public hearing, Stein SECONDED and MOTION PASSED UNANIMOUSLY. The Mayor asked what response staff had from the Community Advisory Committee as no members were present. Staff said that they had no response. 3. Minutes Stein asked that a correction be made to the August 23, 1982 Minutes on page 2, following the resolution. The sentence should be changed to read: "Stein noted that the house at 527 West Green Street had been sold by the County for $5,000 to INHS". He MOVED that the Minutes of August 23 be approved, with the above correction. Jones SECONDED and MOTION PASSED UNANIMOUSLY. 4. Chair Report The Mayor said he had received a letter on July 31 from Maria Stack of Schenectady with a copy of an article by Keith Hjortshoj from the magazine PHP. He asked if staff knew anything about this magazine and if anyone knew Mr. Hjortshoh as he is a professor at Cornell . He asked if staff would research the circulation of the magazine and try to obtain reprints of the article. Stein noted that PHP stands for Peace, Health and Prosperity and is a Japanese publication. Evans said that Mr. Hjortshoj is a Southside Target Area resident. Regarding Rothschilds' , the Mayor read a memo from City Planner Sieverding stating that HUD UDAG has approved the contract proposal from Halcyon Ltd. which would assist the Center Ithaca project. He added that, thanks to Sieverding and staff, the ARC application made the August 31 deadline but that reaffirmation of basic terms and conditions must still be approved by Common Council . The several major groups involved must meet accord on repayment terms and Shaw sees the possibility of fruition by the end of the month, Van Cort IURA/CDA MINUTES September 13, 1982 page 2 will represent the city in these discussions. Shaw asked Van Cort if there should be more formal URA action prior or subsequent to council action. Van Cort said it would be appropriate as the agency will be involved as lead agency as well as in recapturing funds in the future. Shaw asked that Jones and Stein, IURA Economic Development subcommittee members, be kept in touch with developments. Van Cort said that the terms in the application are subject to negotiations between the Bank, Allied and the City before the final terms are submitted to HUD. Stein asked if the URA had to be formally designated lead agent in this project. Dennis said that in the past the agency was always lead agency for UDAG projects. Although the city and the URA made the application, it was administered by the URA. Van Cort said that the function of the URA as lead agent is to advise. Final decisions rest with the City Council . Shaw said that this should be informally resolved before the next agency meeting. 5. Executive Director/Staff Report Van Cort said that the Collegetown Developer Selection Committee, after long deliberation, have recommended Travis and Travis as conditional preferred developers for Collegetown. He said -that staff is in the process of writing- up the terms of that sponsorship and will send their recommendations to the Agency as soon as they are ready. He suggested that a special meeting of the agency and Council be held to take action so that developers can begin work and so that the November UDAG submission deadline can be met. Shaw asked what the consequences would be of holding off until the regular council meeting on October 6. Van Cort said that if Council voted not to incur more expenses, there would be the risk of not meeting the UDAG application deadline because it would throw the entire schedule out. In order to submit a package to HUD it is important that the agency and Council approve it. This means that the developer must begin drawing immediately. This necessitates approval of drawing costs from council . Formal presentations to the agency, Council and the public will be ready for meetings on November 10 and November 17 before the final decision-making meeting on Monday, November 22. Submittal deadline is November 30. Because of this time-frame, it is essential that Council act before October 6 so that the drawings can be done in preparation for the November meetings. Stein asked how drawings can be done when the traffic study is not completed and the city hasn't decided whether or not to build a garage. Van Cort said the traffic and parking study has been promised by October 1 . Shaw said he would like to take it one step at a time and will wait for the planning staff to put together recommendations of terms before calling for a special agency meeting. Van Cort said he would have the material ready by Wednesday. Sterling is due back in Ithaca between October 8 - 11 so he would like staff to be as far along as possible so that Travers will be able to speak concretely with Sterling during his visit. I / � IURA/CDA MINUTES September 13, 1982 page 3 6. Budget and Administration Committee Personnel Personnel Subcommittee member Reed MOVED that it be RESOLVED, that the Chairman of the IURA/CDA is hereby authorized and directed to amend the staff contract with Katherine D. Evans, CD Planner, with the following terms and conditions: annual salary at step 6 of the CD Planner salary range for 1982 effective August 1 , 1982; other terms and conditions to be the same as in Ms. Evans existing staff contract. Dennis SECONDED, noting that this step raise was standard procedure. MOTION PASSED UNANIMOUSLY. Response to HUD Monitoring Letter Goldwyn presented the City's response to the HUD monitoring letter based on their visit last March. Shaw asked what was being done to coordinate housing with the Ithaca Housing Authority. Evans said the agency needs to make more overtures to the IHA. In the past, the IHA would say they were going to make application for various housing certificates and then did not. This lack of communication put the city in a difficult position when it was time to make grant applications. She said that the present HAP amendment might be a good opportunity for the IHA to meet with the IURA subcommittee in order to begin a closer relationship with regards to housing. Citizen Participation Plan A revised citizen participation plan was presented for review to the agency. The IURA B&A subcommittee will study the plan and get back to the agency with recommendations and comments. Discussion followed regarding the Citizens Advisory Committee. Goldwyn said that the present membership of the CAC is not uniformly interested in taking part in the process. A format for review of the membership will also be studied by the subcommittee. Shaw also asked for staff help in suggesting names for possible new members, 7. Neighborhood and Housing Committee Stein MOVED and Dennis SECONDED that it be RESOLVED, that the IURA/CDA approve the revision to the 1982 Housing Assistance Plan request from 20 to 52 existing Section 8 housing units. Evans noted that there was a list of 141 households waiting for efficiency apart- ments. The request for 52 units was because there are only that many being offered in a 12-county area. In the past, if too many were asked for and then not utilized, the community was penalized. The regulations have since changed so that there is no longer that problem. Stein asked if EOC was asking IURA/CDA MINUTES September 13, 1982 page 4 for the same number o_f.=units. Evans said she didn't know. Sometimes there are duplications but most people hope to use the existing certificates in the area where they live. Van Cort said that even if there were duplications, the number would still be over the 52 available. Shaw asked why the city asked only for 52 units if 141 were needed. Evans said it would be out of the range of practicality as no more than 52 are available. These are the last of this . kind of housing certificates. Under the Reagan plan a new system of vouchers will be instated. She added that the deadline for the application submission is Friday, September 24. IHA Director Mary Louise Battisti , feels confident that the city will get some of the units and is anxious to get the information to HUD. Shaw said he would get in touch with the IHA chair and staff to set up a meeting. In the meantime he said he would abstain from the vote on the resolution as he did not feel knowledgeable enough on the subject. Dennis said he supported talking to IHA. Shaw asked if IHA knew about this evening's meeting and Evans said yes. Shaw said he will set up a meeting with IHA and asked staff to prepare a letter to HUD for his signature. MOTION PASSED, 4 in favor, 1 abstaining. 8. Economic Development Committee CD Planner Jones briefly presented the designer plan for the proposed West End Development project. The plan includes an 80 room hotel , public parking for 200 cars, 10,000 square feet of retail space, 30 condominiums, green space, etc. . . and a permanent location for the Farmer's Market. Cost for Phase I of the plan would come to approximately $486,000 of which the ARC grant, if received, would pay half. Reed noted that in each recent development project, the Farmer's Market is relocated. He suggested that the city reorder its priorities and put the market at the top of the list. Jones said that the plan does consider the Farmer's Market a priority. Stein asked what the IURA role was in this development plan. Jones said the presentation was just informational . There is no formal URA role but half of the contract will be paid from CD funds. The plan has bee referred to the Common Council by the P&D Board. Shaw noted that the application for funds has already been submitted and suggested that this was a dubious decision as Council had not yet seen the plans. Jones said that Council had prioritized the projects for ARC funds. Shaw asked what the total projected cost was. M. Helen Jones said the figure was not known but that the bulk of the public improvements would be in Phase I. Shaw called for a five minute break. The meeting resumed at 9:30. West State Street Stein MOVED and Jones SECONDED that WHEREAS, at the IURA/CDA meeting of May 24, 1982 an error was made in allocating the costs of the Urban Designer between EDA funds and CD line S306, West State Street, now THEREFORE BE IT RESOLVED, that the IURA/CDA directs staff to allocate $500 from S306, West State Street, and $500 from EDA funds for the cost of the Urban Designer. IURA/CDA MINUTES September 13, 1982 page 5 Shaw asked if the $1 ,711 remaining in EDA had to be matched. Evans siad that under the terms of the grant, it does. Shaw asked if parking in the target area was an eligible expense. Van Cort said yes but that as the money was in a defunct program, the city may lose the funding through recapture. Shaw asked if EDA funds could be used in an odd/even parking study in the target area. Van Cort said no, only as a study in the CBD. Shaw called for a vote on the Resolution, MOTION PASSED UNANIMOUSLY. Evans next explained that an error had been made in encumbering the same $1 ,000 for two different items. She now asked that resolution #315, passed. on May 24, be revised to show that $183,773.99 be allocated from line S306 to Technical Services/Loans and Grants for West State Street. Shaw said that the resolution was unclear and added he did not want this referred back again to ,the agency. Stein MOVED and Jones SECONDED that WHEREAS, only $183,773.99 remained in line S306, West State Street, on May 24, 1982, and WHEREAS, Resolution #315 committed more than that amount to Technical Services, now . THEREFORE BE IT RESOLVED, that the IURA/CDA r3vises that resolution to show that $183,773.99 be allocated from line 5306 to Technical Services. MOTION PASSED UNANIMOUSLY. M. Helen Jones added that several design productions are underway and that the IURA Subcommittee for West State Street will be meeting on Wednesday to review two new projects. 9. Public Infrastructure and Service Committee Battered Women's Shelter Jones MOVED and Reed SECONDED that WHEREAS, the Agency has reviewed the concern of the Task Force on Battered Women that the term of the lease be contingent upon receipt of full funding and found such statement to be ambiguous, now THEREFORE BE IT RESOLVED, that the wording of Section 3 of the license dated July 7, 1982, be changed to: 'The term of this License shall be for five years", and BE IT FURTHER RESOLVED, that the Mayor is authorized and directed to initial the change, MOTION PASSED UNANIMOUSLY, IURA/CDA MINUTES September 13, 1982 page 6 Discussion followed regarding the Task Force negotiations with DSS on the per diem reimbursement. The agency agreed this matter was too delicate for the agency to interfere with but that a resolution from the agency might be appro- priate in the near future. Reed suggested the matter be discussed at another time. Community Gardens Anne Jones said that the Community Gardens group is in the process of incorporating under the name of Project Growing Hope. This action is being takne in order to provide funds in the future. Dan Hoffman is Council liaison and Christina Elmstrom is voluntary coordinator. Elmstrom said that the group is currently looking at a parcel of land on Floral Avenue where 40 garden spaces may be used. The proposal is to go to the BPW and a landscape designer will have drawings to show at the meeting. Van Cort said the city is considering widening Floral Avenue in the future and that this might take more of the land under consideration. Elmstrom said that the Floral Avenue site was not meant to be a replacement of the 1st Street site, but rather as a garden space to serve the West End and West Hill communities. Another gardens representative said that in 1981 , 250 garden plots were in use at the 1st Street site. This year, after the sale of the property, only 184 plots of less than half the previous year's size were in use. He added that the 1st Street property is still of upmost interest to the gardeners and that the group is working with a national organization to deal with the property owners. He said he hoped that the agency was still committed to the gardens. Shaw said there was no encouragement to give for the fall unless the BPW would grant approval for use of the Floral Avenue land at their meeting in two weeks, Strand. Jones said that the scheduled subcommittee meeting with Strand representatives had been called off and there was no report, Cherry Street Industrial Park Evans discussed the bids received for the purchase and planting of new trees for the Cherry Street Industrial Park, She said the money is available and the trees can be planted this fall . An additional $31,95 will be needed to complete the sum. This can come out of the administration line, She added that the 16 new trees are not to be confused with the 15 new trees which will be replaced by the DPW, Those will be planted across from Precision Filters. The 16 new trees will be used to complete the original design of the park, Van Cort said that at most, two trees might have to be moved later to accomodate access to new sites. Discussion then followed about the need for a sign to designate the park. It was decided that .Evans would investigate the costs of such a sign and that this sum would be subtracted from the tree order. IURA/CDA MINUTES September 13, 1982 page 7 Stein MOVED and Jones SECONDED that WHEREAS, this subcommittee has been authorized to approve bids for landscaping Cherry Street Industrial Park, and WHEREAS, the IURA/CDA has determined that it is necessary to install a sign designating the Cherry Street Industrial Park, now THEREFORE BE IT RESOLVED, that the IURA/CDA approves the bid from Schictel 's Nursery for 16 trees and Greentree Nursery for installation of those trees, and BE IT FURTHER RESOLVED, that the IURA directs staff to investigate the cost of a sign designating the park and that this sum be deducted from the funds encumbered for the trees ($2157 of bids to come from lines 501 and S409). MOTION PASSED UNANIMOUSLY. Van Cort said that as the money had been encumbered for trees, the sign purchase might become an audit finding. 10. Old Business None. 11 . New Business - None. 12. Adjournment The Mayor adjourned the meeting at 10:20. Respectfully Submitted, Approved,/;/de?, Natalie de Combray Glenn M. Goldwyn MINUTES • SPECIAL MEETING IURA/CDA September 27, 1982 7:30 PM - Conference Room PRESENT: Mayor Bill Shaw, Chairman H. M. Van Cort, Executive Director, CDA Clarence Reed, IURA/CDA Herman Sieverding, City Planner Anne Jones, IURA/CDA Kathe Evans , CD Planner Stuart Stein, IURA/CDA Mack Travis, Developer James Dennis, IURA/CDA Press The Mayor convened the meeting at 7:40 and asked agency members if they had any additions to the evening's agenda. Jones and Reed asked that an executive session be held to discuss two of their subcommittee projects , the Strand and the Task Force for Battered Women. Shaw asked why executive session was requested. Reed said that financial matters would be discussed regarding the Strand. The Task Force discussion would involve personalities . Shaw said that executive session would be held for the Strand but that he did not think that the Task Force item required executive session. A decision was made to hear the problems in executive session and then decide whether to go back into open session. No action would be taken in either discussion. 1 . Collegetown Conditional Developer Selection Selection Committee member Stein said that the committee had met with staff to review the conditions set for conditional developer selection. Sieverding's memo of September 14 represents what was agreed to but Stein said that he still had some suggestions and questions about some of the wording. Sieverding said that city attorney Tavelli has reviewed and approved the draft though he was unable to get it in writing in time for the meeting. Shaw asked if Tavelli had it long enough for him to have an adequate chance to read it. Van Cort said the city attorney had received a copy on Monday, September 20. He said that Tavelli had agreed that the Agency designates and the Council confirms developer status. Stein said it was important that everyone understands that the city retains control of the project and that the many unclear facets such as zoning and the parking garage, may delay some of the steps involved. He asked the agency to consider some of his editorial suggestions and after further discussion, the memo was amended as follows : On the first page, the second paragraph, the first sentence was changed to read: "The conditional designation period is six months starting from the date of IURA designation with a review at the end of the first three months. " The last sentence on the first page which continues to the second page will be amended to read: "Travis and Travis will demonstrate to the Agency it has raised equity in the amount of 20% of developer's project cost. " The following sentence will change the word "property" (a typo) to "project". Condition 3 on page two will begin: "By the 1st week of November, Travis and Travis will give an indication to the Agency of the land requirements for its development program. " IURA/CDA MINUTES September 27, 1982 page 2 For clarity's sake, the last sentence in condition -3 on the second rraoe will be split as follows : "However, if the developer proposes to use the entire site, the developer should be prepared to demonstrate to the Agency how the open space that currently exists will be repiar.ed within the development. This information will be wade available by the second week in October. " in item 3 of the conditions placed upon the City, the month will be changed from "October" to "November" . Item 4 on the ,are pane will he chanced to read : "By the third Week of November, the City will have present derjgn (.uncepts t0 the " developer for all public ir ;;revements related to the ; reject. Item 5 will be amended to read: "The City will indicate to the developer its willingness to submit a UDAG application for the proposed development by the third week of November. Such indication will be made by a resolution of the Common Council and the Urban Renewal Agency of all applicable information." The rest of the paragraph will continue as in the original . The second-to-last paragraph will now read: "It is understood that the conditions of this memorandum and any subsequent changes are subject to the approval of the IURA with the concurrence of the Common Council . The last two sentences in the last paragraph will be deleted. The memo, as amended, will be attached to these Minutes. Developer Travis said that the memo was fine. He explained that originally he had understood that he and his architect, David Taube, would be responsible for the basic design of the project, exclusive of the Performing Arts Building. Since then, staff pointed out that Wilford and Sterling would be doing the design. This facet presents opportunities and problems. As Wilford and Sterling are three thousand miles away, it is difficult to know what they'll be doing with the designs until the last minute. In the meantime, Travis said, he and Lou Roscoe are shipping floor plans to Sterling so that they will be kept informed of the designer's intentions. Wilford will be coming to Ithaca on October 14th. Until that time when the design will be presented, the developers will not know what their land requirements will be. The amended memo takes care of this part of the scheduling. Travis added that the costs are such that the project could not go ahead without UDAG funds. WHEREAS, the City of Ithaca and Cornell University are working on a cooperative rode 1lopment effort in Collegetown, and IURA/CDA MINUTES September 27, 1982 page 3 WHEREAS, the Common Council has directed the Department of Planning and Development to proceed to the development phase in the Collegetown project, and WHEREAS, the Common Council has appointed the IURA as lead agency for the project, and WHEREAS, Common Council has directed that a Developer Selection Committee be appointed, and WHEREAS, the Developer Selection Committee, after having solicited developer interest and interviewed all interested parties, has recommended that Travis and Travis be designated the conditional preferred developer for the project, now THEREFORE BE IT RESOLVED, that the IURA does hereby designate Travis and Travis as the preferred developer for the Collegetown redevelopment project, subject to the conditions specified in the conditional preferred developer memo dated September 14, 1982 and amended on September 27, 1982, and BE IT FURTHER RESOLVED, that this Resolution be referred to Common Council for their review and action, MOTION PASSED UNANIMOUSLY. The meeting went into Executive Session, No action was taken. The meeting adjourned at 9:15, Respectfully Submitted, Approved, • 40, irat,e17“-t12 Ia2 Natalie de Combray Katherine Evans /\_) 1r1t IURA/CDA MINUTES October 18, 1982 ••' ' 2 1982` 7:30 PM - Common Council Chambers ,Ty t R'S Offlc° PRESENT: Mayor Bill Shaw, Chairman Stuart Stein, IURA/CDA Anne Jones, IURA/CDA Glenn Goldwyn, CD Administrator, James Dennis , IURA/CDA Kathe Evans, CD Planner Clarence Reed, IURA/CDA Press & Media 1 . Call to Order The Mayor called the meeting to order at 7:40 PM.' 2. Approval of Minutes Jones MOVED and Stein SECONDED to approve the Minutes of the September 13, 1982 IURA/CDA meeting. MOTION PASSED UNANIMOUSLY. Jones MOVED and Stein SECONDED to approve the Minutes of the September 27, 1982 IURA/CDA meeting. MOTION PASSED UNANIMOUSLY, 3. Chair Report The Mayor excused the absence of CD Executive Director Van Cort due to illness. 4. Staff Reports Evans said that the Cherry Street Industrial Park tree planting would take place on October 20th. Once payment of this work is made, all disbursements of the city's 5th Year Entitlement Grant will be completed and the grant will be closed out. She said that the DPW has the capability of producing the kind of sign required for the Industrial Park. P&D work-study student Zayda Sanchez will do the design for the sign and the DPW will make and install it next spring, 5. Business and Administration Committee`Reports Dennis discussed the new Citizens Participation Plan and said that after meeting with. Administrator Goldwyn it was agreed that the representative distribution of the Community Advisory Committee (CAC) should stay the same. The composition of this committee includes 2 representatives from the agency, 1 from the P&D Board, 4 from the target area, 3 from public agencies, 2 commu- nity-wide representatives, 2 from. business and industry and 1 historic preservation representative. He said, however, that membership attendance should be reviewed as some members have not been to a meeting since 1980. Attendance is good during meetings that deal with budget and program development but falls off during status and report meetings. Shaw asked if these meetings could be eliminated but Dennis said no, they were part of the HUD regulations. After further discussion, it was agreed that the subcommittee and staff would get in touch with current members to ask if they were still int- - -. in serving on time CAC and also to advise them that if they miss two consequitiv- meetings without an excuse, the Agency will consider this a sign t' . are no longer in ted and they will be removed from the Board. Shaw said that when he ppoints someone to a board, he clearly informs them of the duties and meetings involved so that they have an opportunity to decline if the work load is too demanding for them. IURA/CDA Minutes October 18, 1982 page 2 Dennis said that his subcommittee would get back to the Agency with a recommendation after the telephone calls. 6. Neighborhoods & Housing Committee Report Goldwyn presented a procedural resolution regarding INHS to amend the 2nd Year contract with them reflecting the new levels of funding resulting from last spring's fund transfers. Jones said she thought that this had already been done. Goldwyn said a resolution had been made saying that this was the Agency's intent. The actual resolution to amend had not yet been made. Dennis MOVED and Jones SECONDED that WHEREAS, the IURA/CDA approved the transfer of certain funds in June 1982 into two Ithaca Neighborhood Housing line items in order to facilitate program continuity ($60,000 to S401 .2b Homeowner Loans and Grants Fund and $24,500 to S401 .3b Rental Rehabilitation Program Fund), and, WHEREAS, the IURA/CDA made these transfers with the intent to reduce the program funding for these two programs within the FY 1982-1983 fiscal year in order to adequately reimburse the first fiscal year line items tapped to facilitate this HUD approved transfer (Commercial/Industrial Property Improvements, Sidewalk Repair Grants, and Community Gardens) , now, THEREFORE BE IT RESOLVED that the Mayor, as Chairman of the IURA/CDA, is authorized and directed to amend the contract now in place with the Ithaca Neighborhood Housing Services , Inc. in order to reflect the reduced funding levels , upon final notification of grant award from the Department of Housing and Urban Development. MOTION PASSED UNANIMOUSLY. 7. Economic Development Committee Report The Mayor updated the agency on the status of Rothschilds. Originally the UDAG application deadline was September first. A thirty day release was given the city in order for them to acquire a commitment from Dey Brothers/ Allied but no delegate was present at the October 5th meeting in New York. IURA/CDA Minutes October 18, 1982 page 3 Shaw said he was in touch with the vice president of this region for that company and has been assured that their absence was not due to lack of interest in the building. Shaw said he has written a letter requesting another application hold-over if the new November deadline cannot be met. If this should be necessary, then the application will go into the new quarterly cycle with the attendant difficulties of an uncertain economy and a new Group of communities to compete against. He has apprised Allied of the situation but is aware of the general hesitancy of many corporate firms to move ahead at this time. Regarding ARC, Shaw said the city's ratings are in the middle range with a chance for escalation with a favorable Allied response. He added that the city is still looking at other interested parties and that all the various bank- representatives and IDA officials are still sympathetic to the project. 8. Public Infrastructure and Services Committee.Reports Strand Jones reported on the present status of the Strand Theatre. $225,000 of the $293,000 ARC grant has been spent on restoration of the building, The city is administering the grant and at this time still owes $35,000 for work completed. She and Reed are concerned about continuing payments until some indication of the owners ' intentions is made. At present, there is no insurance on the building and both heat and electricity have been cut off. There has been no theater performance since July and, despite continued promises of active community interest from the Strand Board, no sign that the situation is changing, Per the tripartate contract, the owners have six months to find a new not-for-profit organization to manage the theatre or they will be liable for the debts incurred and will have to pay back the grant amount, Within the last two weeks there have been meetings with representatives of the ARC to discuss the financial liabilities of the parties in the agreement.. She said that ARC is almost to the point of seeking legal advice from their higher-ups and that a meeting with the building owners should be arranged in order to understand their intentions, if they plan to fold, then more expenditures would be unnecessary; if they intend to go on, completion of the project will make finding a new tenant easier, Work to be completed includes the replacement of seats, the installation of metal doors , carpeting and lighting fixtures, The cost of their installation will be $2,700, She and Reed felt that withholding of this amount might secure action on the part of the owners but architect Downing said that the sum would escalate if not done in the near future as the contractors have already done much of the work at below cost, If the jobs are put off, they might not have the time or the inclination to complete the work for so little. He noted that $2,700 was approximately 1% of the entire grant amount and he urged the agency to complete_ the work. Downing also offered to donate the $600 due him for completed work, Jones said that a main concern was the lack of heating in the buildino as the rehabilitation already in place will be in danger once the cold weather sets in, Planner Kathe Evans said that historic preservationists Pieper and Lazarski will be inspecting the building in order to make recommendations about areas where heat will definitely needed, Both, however, agree that no heat at all would endanger the recently applied new materials and finishes and that there must be some minimal level of heat to maintain the work. Evans added that the insurance is predicated on the adequacy of the sprinkler system which is broken. OIURA/CDA Minutes ctober 18 1982 page 4 After a tour of the theatre., plumber Charles Wilson said that it was his opinion that an inexpensive system had been installed whose heads were a size too large. In order to make up the size difference, the heads had only been screwed in on one thread. This resulted in the bursting of the system. It would be impossible to screw them further so that new heads would need to be ordered, Wilson said that this was only one person's opinion and that others should be sought, The company that installed the system has since gone out of business. The Fire Department and Assistant Fire Chief Ed Olmstead, previously a member of the Strand Board, are aware of the problem, Evans said that the owners had originally installed the system for insurance reasons but now a new code requires all buildings of mass assembly to be equipped with sprinklers. Now the owners must repair or replace the system to secure a certificate of occupancy. After further discussion, Reed reaffirmed his subcommittee's recommendation to inform the owners of the circumstances and ask them if they will fulfill their contract obligations. Shaw said that they are not precluded from going back to ARC to ask for a cost overrun. He said there is a sense of wanting to cooperate by all parties and the owners have already been notified -of the city's concerns. He suggested that the Agency meet again after discussing the issue with the Strand owners. This would also allow the city to make clear to the public that there is a search on for a successor group to run the theater and might encourage owners to continue interest in the project. He asked support from the media in issuing this information. Tompkins County Arts Council Director Sorrel Fisher added that her group would be interested in hearing from anyone . with what it will take to put the theater back on its feet. Fisher said .. the council was not in the position to form a board for anyone but that a coasultan from the New York State Council on the Arts had advised them that a rea istic estimate would be $100,000. Jones said there are also meetings being held by people who have particular theater manage- ment skills and experience. Reed said he was not sure that this was part of the communtty development process. Jones said there was very little time to make a decision. With the heat off in the building, the water from the pipes should be pumped out before the cold weather comes. Agency members agreed to meet with owners before taking action. Shaw said he would call owners to set a meeting time and would advise staff to get in touch with agency members when that time is set. The Mayor called a ten minute break. The meeting resumed at 9:30. -Community Gardens Jones presented three resolutions that reflected the agency's efforts to deal with the needs of the community gardeners. The much coveted present site is ou f the question and a letter from the owners stating that they had no intention of selling the land to the city was presented to them at a meeting last week. The group is incorporating themselves under the name of Project Growing Hope and agency subcommittee members and staff have been invited to a November 11th meeting to see their new level of organization. The resolutions address three available sites. The first, diagonally opposite the Hancock Street gardens, would provide 20 plots and is conveniently located in the northside target area. The land is for lease or sale and could be purchased by the city with CD funds. The city could then lease the property to Project Growing Hope for $1 .00 a year. The resolution urges the group to consi- der this option and respond to it as soon as possible. IURA/CDA Minutes October 18, 1982 page 5 The second site is the NYSEG property along Meadow Street. Goldwyn said there is no written report yet. regarding the lead in the soil but that a determination has been made that there is evidence of lead adjacent to Meadow Street though less further back. In any case, it appears that the level of lead can be accomodated. Potential problems with the site concern the impermanence of the possible lease. NYSEG would be willing to rent the land for three years. No CD money would be involved. The last resolution deals with the Floral Avenue land along the inlet and states the agency's support of the gardeners. This resolution would urge the DPW to consider allowing them to have their garden there, subject to the work schedule involved in their plans to widen the street. After further discussion, Jones MOVED that WHEREAS, the IURA/CDA has been working with the Community Gardeners, now known as Project Growing Hope, in order to secure a permanent site for their operations, and WHEREAS, the IURA/CDA has bugetted funds within the 1981-1982 Small Cities program for the purchase of a site which was subsequently sold and made unavailable for such use, and WHEREAS, the Project Growing Hope has identified a potential site for forty garden plots along Floral Avenue which would provide an important step toward maintaining the availability of garden plots for low and moderate income residents of the City of Ithaca, now THEREFORE BE IT RESOLVED, that the IURA/CDA requests that the City of Ithaca Board of Public Works give favorable consideration to permitting Project Growing Hope to make use of the Floral Avenue site, subject to such limitations as the Board may impose. Reed SECONDED and MOTION PASSED, 4 ayes and an absention from the Chair. The Mayor said that as Chairman of the Board of Public Works , he knows that the board is supportive of the plan but he would like to wait for a BPW Committee study report. Reed next MOVED and Jones SECONDED that WHEREAS, the IURA/CDA ha bugetted}funds within the 1981-1982 Small Cities Program for the purchase of a site for the Community Gardens which was subsequently sold and made unavailable for such use, and IURA/CDA Minutes October 18, 1982 page 6 WHEREAS, the IURA/CDA has been working withthe Community Gardens group, now known as Project Growing Hope in order to identify suitable alternative sites, and in doing so has facilitated a cooperative, short-term lease for a portion of an eight acre parcel owned by the ,New York State Gas and Electric Company, currently under consideration by Project Growing Hope, now THEREFORE BE IT RESOLVED, that the IURA/CDA recommends to Project Growing Hope that they give favorable consideration to entering into a lease with NYSEG for the proposed three year term in recognition that the property represents an excellent interim location for the Community Gardens, providing a continuity to the program from 1983 through 1985 and quite possibly beyond that date. MOTION PASSED UNANIMOUSLY. Jones next MOVED that WHEREAS, the IURA/CDA has(udgette dfunds within the 1981-1982 Small Cits program for the purchase of a site for the Community Gardens which was subsequently sold and made unavailable for such use, and WHEREAS, the IURA/CDA has been working with the Community Gardens group, now known as Project Growing Hope in order to identify suitable alternative sites and in doing so has identified a vacant parcel (132.5 ft. x 41 ft. ) on the southwest corner of the inter- section of First and Adams Streets which appears to be suitable for garden use and is available for sale or lease, now THEREFORE BE IT RESOLVED, that the IURA/CDA requests Praject Growing Hope '- to make a determination as to the feasibility of utilizing this site and to advise the IURA/CDA of that decision. Reed SECONDED and MOTION PASSED UNANIMOUSLY. IURA/CDA Minutes October 18, 1982 page 7 Jones said she hoped that these resolutions would affirm the city's good faith in the gardeners' project. Shaw noted that two other groups have gone unacclaimed, the EOC and Mr. Watt. Jones MOVED that it be RESOLVED, that staff prepare two letters of thanks, one to the Board and Director of EOC and one to Mr. Watt, for their help to the Community Gardens during the growing season of 1982, to be signed by the Mayor. Reed- SECONDED and MOTION PASSED UNANIMOUSLY. - Community Arts Program Goldwyn asked that a resolution regarding the 2nd Fiscal Year contract with the Tompkins County Arts Council for the Community Arts Program be passed. Reed MOVED that WHEREAS, the City of Ithaca Small Cities program projects a three year Community Arts Program administered by the;Tompkins County Arts Council , and WHEREAS, the IURA/CDA entered into a one year contract with the TCAC to fund the 1981-1982 fiscal year, with future program funding subject to favorable review and evaluation, and WEHREAS, the IURA has completed its review and evaluation of the Community Arts program and has reached the decision to continue funding for the project, now THEREFORE BE IT RESOLVED, that the IURA/CDA directs the Mayor, as Chairman of the IURA/CDA, to enter into a contract with the Tompkins County Arts Council in the amount of Twenty-two Thousand Five Hundred Dollars to come from line #S506, Community Arts, for fiscal year 1982-1983, upon final notification of grant award from the Department of Housing and Urban Development. Jones SECONDED and MOTION PASSED UNANIMOUSLY. IURA/CDA Minutes October 18, 1982 Page 8 9. Old Business - Task Force Jones said that she and agency member Reed, among others, have been concerned about the threatened decrease of per diem funds regarding the Task Force for Battered Women. Stein said that he had met with the Department of Social Services Commissioner to discuss this problem and was informed that the DSS can cover only costs relative for housing clients. ..: The budget presented by the Task Force was not presented that way and included other activities such as counseling workshops, offices, etc. There are no firm guidelines regarding per diem payments and the commissioner said that the decrease • is not below the New York State range which is from between $2.00-$30.00 a day. Evans suggested that the city might rent the building to the Task Force. Jones said that the per diem only related to those people housed there, not to the building or activities that might go on there. Evans said that the IURA/CDA contract states that no other activities may take place there. The building must be used only as a shelter facility. Therefore, any costs incurred by the Task Force that regard the building are, necessarily, for housing of clients. Stein said that the Task Force also makes no distinction between DSS approved or DSS eligible or other types of clients. Reed suggested that the agency convey to the Task Force that they make a new budget to present to the Commissioner that reflects the building costs and records the status of the people they house there. Dennis said that it is the commissioner's job to assist services rather than punish them for . owning a ho - . Stein said he didn't hear anything about the house in his discussio 410111the commissioner. Rather, it was the budget that was in question. - Small Cities Grant Goldwyn stated that the grant for the second year Small Cities was 17 days overdue. As there was no new business to discuss, the Mayor adjourned the meeting at 10:10. Respectfully Submitted, Approved---, Natalie de Combray Glenn M. Goldwyn IURA/CDA MINUTES November 8, 1982 i LL 7:30 P.M. - Common Council Chambers 9 _ NOV. 11 CITY CLERK'S QS�2 ,. PRESENT: Mayor Bill Shaw, Chairman Kathe Evans , CD\Planner \z� Anne Jones, IURA/CDA Glenn M. Goldwyn, CD Administra Stuart Stein, IURA/CDA H. M. Van Cort, CD Executive Q.' ector James Dennis, IURA/CDA Press and Media The Mayor called the meeting to order at 7:40. He asked that the agency begin with the INHS report because of a conflict with the Youth Bureau for meeting space in the Common Council Chambers. INHS Report INHS Director Beth Prentice introduced Tom Chalmers, Rehabilitation Coordinator, who gave a slide presentation and report on the target area rental rehabilitation program. INHS has bought six buildings, each a key eyesore in deteriorated condition, for rehabilitation and conversion into rental units. To. date, 24 units have been provided in these houses with a goal of 55 rental units by the end of 1984. The CD contribution toward each unit is approximately $10,000. All 24 units are now occupied. Discussion at the INHS Board level is now centered around the ultimate disposition of these properties. Some Board members do not believe they should remain involved in the rental business. At present, INHS acts as landlord with a Tenant Coordinator to help with administration and building upkeep. Another option under discussion is to make these properties available to private, low/mod income ownership, with the homeowners renting the other units to low income tenants. Cooperatives have been ruled out because of high legal expenses. At the moment, a final decision about what to do with the houses is on hold until 1985. Chalmers showed pictures of the houses before and after rehabilitation. Only one house was deemed irreparable. This was demolished and replaced with a BOCES-built home. Prentice asked that the Agency move to modify the INHS administrative budget as more funds are needed in the Rental Rehabilitation Program. A modification was also made in 1981 and will probably be needed again next year. Stein MOVED that WHEREAS, there is a need for more administrative funds in the Rental Rehabilitation Program, now THEREFORE BE IT RESOLVED, that $16,550 be transferred from 501 .2 (Homeowner Administration) to 501 .3 (Rental Loan Administration) , and that the Mayor be authorized and directed to sign the adjusted contract. Jones SECONDED and MOTION PASSED UNANIMOUSLY. MINUTES • November 8, 1982 page 2 After a short break, the agency moved into the small conference room so that the Youth Bureau could meet in Council Chambers. Minutes Jones MOVED and Dennis SECONDED that the Minutes of October 18, 1982 be approved and MOTION PASSED UNANIMOUSLY. Historic Preservation Carol Sisler, Director of Historic Ithaca, updated the Agency on the services provided by historic preservation staff. Two positions are partially funded by the CDA, remaining portions of the salaries coming from the City and Historic Ithaca. Architecture Conservator Richard Pieper and Preservation Coordinator Andrea Lazarski have acted as consultants in the repair and rehabilitation of older buildings in the city and have provided advice on maintenance of historic sites as well as acting as liaison between public and private historic agencies and the general public. Specific projects have included inspection of the Strand theatre and recommendations for the security and preservation of the interior finishes of that building, monitoring of construct-i,o-a, repair, decorative and color selections on properties in the target area, including the West State Street Project, the East Hill neighborhood and the DeWitt Historical District. Advice was also provided on the State Street brick paving option and on window treatments of the DeWitt building. Sisler noted the excellent qualifications of both staff members and said that until now the city has had to rely on non-professional- people who have a lot of good will but no formal training in the preservation field. The CD portion of the funding for this program came out of 5th Year Entitlement. These funds have now been expended and the grant is being closed-out. New York State Council of the Arts review of the program was not optimistic about the future funds for the Preservation Coordinator position as no match from the city or CD has been forthcoming. CD Planner Evans said that no appropriation of HUD funds for this position had been sought in the recent Small Cities application. Van Cort said that his department was asking for $5,500 to maintain the position but that he was not hopeful his request would survive the city budget process. Shaw asked if Historic Ithaca had requested funding from the County. Sisler said they had not. It is too late to make a request of the County this year but they will request funds from the County's 1984 budget. • Shaw suggested Historic Ithaca solicit support from private homeowners and businesses. Sisler said that support comes through Historic Ithaca membership, up 150 members this year, making Historic Ithaca a leading private preservation group with a total membership of 700. She added that community fund raising efforts helped raise $6,600 toward the recent Clinton House rehabilitation. Sisler thanked the Agency for its support and asked that both the IURA and the city consider the continuation of this program in the next year. Stein said that the city has visibly gained from this project and hoped that the current budget could accomodate continuation of the staff position. Jones agreed and said she was concerned there would be no funding for the project. She said the agency should not let the chance pass by to ask the City to continue partial funding of the position and, after further discussion, MOVED that it be RESOLVED, that the IURA/CDA recommend to Common Council that the 1983 City Budget include continued support of the present historic preservation commitment. Stein SECONDED and MOTION PASSED UNANIMOUSLY. MINUTES November 8, 1982 page 3 Chair Report Shaw said that the new Small Cities grant had finally been received. The delay was bureaucratic and not a reflection on the City. Staff Reports Evans referred to the CD Progress Report and noted that the last two lines in 5th Year Entitlement were expended and the grant ready to be closed out. The total amount of Entitlement funding was $1 .7 million. The final close- out forms of this and the 2nd Year Small Cities grant will be ready soon for the Mayor's signature. Dennis noted that HUD had given the city good marks for performance and he thanked staff for their accomplishments. Budget and Administration Goldwyn said that staff was currently preparing the paper work with HUD to utilize the Lump Sum Drawdown process for use in several INHS projects. The standard process of drawing funds is to wait for a bill before requesting money from HUD. The Lump Sum Draw provides the entire disbursement in advance. • Code Enforcement Goldwyn said that a meeting was scheduled for the following week between the Building Department, the Assitant City Attorney, the City Prosecutor and CD, to address the problem of code enforcement in vacant and abandoned buildings. He said that there are no problems with the program but that staff is seeking to better coordinate efforts towards dealing with these buildings. West State Street Jones reported that the project has completed six buildings and that the street has noticeably improved. Stein also commented on the changes that the project has accomplished. Strand Theatre Committee member Jones discussed the current situation with the Strand. Strand owners met with staff and agency members last month to discuss the city's concerns about the deterioration of the building. At that time, written confirmation that insurance coverage and heating restoration had been promised by the end of the month. Owners had also agreed to remove the TC3PA as administrators of the theatre and to initiate a search for a successor group. Bill Wilcox, one of the building owners, was to have been presernt at this evening's meeting but had not appeared. Shaw thought Wilcox may have come to Common Council Chambers and left when he had seen the Youth Bureau meeting there instead. Shaw was confident that Wilcox had been trying the meet the deadline with positive responses. The TC3PA has been disbanded and he thought steps had been taken to re-secure insurance and heating services. Jones said that time was running out. The ARC would like the IURA to take action and agency members must make a decision on whether to pay for seat and carpeting installation. - These items and seven boxes of tiles are presently contained in 224 cartons. Evans is investigating the possiblity of storing the cartons on city property, should the agency decide against using the remaining funds. At present, the Agency's main concern is to protect the already expended ARC funds. Jones referred to the letter of October 22 from the Mayor to building owners (attached) as part of the documentation of URA efforts to secure necessary responses. MINUTES November 8, 1982 page 4 This letter was the result of a subcommittee meeting with City Attorney Paul Tavelli to assess the city's position. Hollow metal doors will be installed since inspection of the building revealed the lack of security against fire, vandalism and theft. Memos from both Lazarski and Pieper stressed the neces- sity of a minimum heating temperature of 50°F to protect interior finishes. Failure of the sprinkler system last July has caused moisture in the plaster and paint surfaces causing peeling and flaking. Seating under this area is mildewed as well as flooring and the mezzanine ceiling. Shaw asked what the damage costs would be if the building was not heated. Preservationist Pieper said there was no way to estimate these figures. Another problem area is the roof which has been leaking since the spring, resulting in brittle support materials. Without heat, the build-up of snow might cave it in. Jones noted that the city attorney said there was no way to force owners to resume NYSEG services. She asked if the agencyl•had''eceived 'permission to install the metal doors. Shaw said that one owner, Wilcox, had agreed. Once installed, Shaw said one key would be given to each owner. Shaw again said he was optimistic that steps were being taken to meet the demands of the agency and he said that it was still the prime wish of the city to see the theatre succeed. After further discussion, the agency agreed that Strand owners should be given another deadline to respond. Jones MOVED that WHEREAS, the IURA/CDA and the owners of the Strand Theatre have recognized the inability of the TC3PA to develop and manage theatrical programming in the Strand Theatre, and WHEREAS, according to the lease arrangement with the owners, it then becomes their responsibility to seek another not-for-profit group to develop a theatre program in the Strand Theatre, and WHEREAS, during the interim between such groups, the owners have responsibility for maintaining the ARC investment, and WHEREAS, at a meeting held on October 22, 1982 between the owners and the IURA/ • CDA Strand Subcommittee and the IURA/CDA Chairman, that subcommittee informed the owners that seats and carpeting would not be installed unless 1 . insurance was secured for the building and its contents; 2. a formal statement was sent to the TC3PA informing members that their lack of viability results in the owners relieving them of any further involvement in the Strand Program; 3. utilities were reinstated in the theatre and minimal heating was established at a level deemed appropriate in recommendations by MINUTES .. November 8, 1982 page 5 City of Ithaca/Historic Ithaca Staff Preservationists; 4. the building was appropriately secured against vandalism and arson; 5. all the above were resolved satisfactorily to the IURA/CDA by October 29, 1982; now THEREFORE BE IT RESOLVED, that the IURA/CDA directs staff to assure that doors be installed for security purposes, and BE IT FURTHER RESOLVED, that the IURA/CDA extends the owner's response date to November 10, 1982. Dennis SECONDED and MOTION PASSED UNANIMOUSLY. Task Force Jones said she was concerned that the agency had not secured a parallel commitment from the County before funding the acquisition and rehabilitation o the Task Force Shelter. This type of communication might have prevented DSS from lowering their funding of the Task Force project. She recommended that in the t future a committee be appointed to address these jointly funded projects. Van Cort asked if this was not the function of the Human Services Coalition. Evans said she remembered that the agency had discussed sending a letter to the County Board of Representatives about the project but that it was never done. Jones asked that the agency refer the joint funding concept to committee for discussion. Community Gardens Goldwyn said that the Community Gardens group, now known as Project Growing Hope, will meet on November 11th to consider the Resolutions of the Agency adopted at the October meeting. The meeting broke for five minutes at 9:55 and resumed at 10:00. Stein MOVED that the Agency go into Executive Session to discuss Historic Preservation matters. Dennis SECONDED and MOTION PASSED UNANIMOUSLY. No action was taken The meeting adjourned at 10:25. Res pectf lly Submitted, Ap roved, Natalie de Combray enn M. Goldwyn t . • ''' • HILDA HUTSON • MINUTES IURA/CDA • December 13, 1982 - - 7:30 PM - Council Chambe r 19_83 _71 PRESENT: Mayor Bill Shaw, ‘Chairu Glehr q M. Goldwyn, CD Administrator Anne Jones, IURA/CDA Katz Evans, CD Planner Clarence Reed, IURA/CDA P Tavelli , City Attorney Stuart Stein, IURA/CDA ess James Dennis, IURA/CDA The Mayor convened the meeting at 7:40. Minutes Jones asked that the statement attributed to her on. page 5.of the. November 8, 1982 meeting under the heading "Task Force" be changed to read as follows: "Jones said she was concerned that the agency had not secured a parallel commitment from other sources before. furiding the acquisition and rehabilitation of the Task Force Shelter. She recwrinnended that the IURA adopt a policy to investigate; through appropriate agencies, the possibility of other funding sources. She said that the Human Services Coalition could produce the setting for such investigations but could not produce the funding." Shaw asked Goldwyn to put down some ideas on this and set up a meeting with the URA subcommittee of Budget and Administration to discuss this policy. Shaw then asked that the resolution on page 2 regarding Historic Preservation be changed to read:". . . . recommend to Common Council that they consider continued support of the present historic preservation commitment in their 1983 City Budget." He said that this was how he remembered the original resolution and Agency members agreed, Stein MOVED and Jones SECONDED that the Minutes of November 8, 1982 be approved as amended and MOTION PASSED UNANIMOUSLY. Chair Report The Mayor reminded members that this was Stop Drunk Driving Week and that everyone who was concerned about this national problem should drive with their car headlights on during the day. Staff Report Goldwyn said that he and Dennis had met to review the revisions of the Citizens Participation Plan and in particular the attendance requirements of the Community Advisory Committee. He said that about half of the committee had been contacted by phone and the rest by mail . A full update would be available at the end of the week. At present, two appointments are needed to brink the CAC up to the 15 member level . Traditionally, the appointment procedure is relatively informal . Staff informs the Mayor of the vacancies and the representation of these vacancies (target area, elderly, business, etc. ) and the Mayor makes the new appointment. Shaw asked Goldwyn to inform him of the distri- bution and which representatives are missing. He asked that the agency also be informed so that both they and staff can make suggestions of possible new IURA/CDA December 13, 1982_ , MINUTES page 2 members. It had been decided to leave the rest of the requirements alone since each appointment is for three years and is therefore staggered to begin with. The Mayor also suggested that staff make an 'expiration file' so that they can be kept up to date of when membership terms are expired. Strand Jones said she would like to Move a resolution regarding the Strand but would like the resolution tabled until the beginning of the following week. She said that once the resolution was on the floor she would like to discuss her reasons for suggesting this. Referring to a memo from NYSCAr•epresentative Crawford, she noted that he had suggested a meeting be held between owners, ' the .TCAC, STERPDB and city representatives. She said that sucha meeting was being set up' by the TCAC for sometime during the following week. Jones then MOVED that WHEREAS, the IURA/CDA has corresponded with the owners of the Strand Theatre on October 22, 1982 and November 17, 1982, reminding them of their responsibility to maintain the building (including the recently completed ARC-funded improvements) until such time as another managing group can be found or for six months, whichever is shorter, and WHEREAS, maintenance is defined as insuring the building (including all new improvements made under the grant) and heating and drying out the building, providing for electricity and securing the building against vandalism and arson, and WHEREAS, the owners were requested to make such provisions by November 24, 1982, and WHEREAS, the IURA/CDA, its staff and its Chairman have not heardaffirmatively from the owners that insurance and utilities have been reinstated, now THEREFORE BE IT RESOLVED, that the IURA/CDA authorizes and directs its chairman to send the letter approved this evening to the Southern Tier East Regional Planning and Development Board in its capacity to oversee grant administration, informing them that the improvements are in potential danger of immediate and long-term damage, and ask that ARC take appropriate action. Reed SECONDED. Discussion followed concerning the city's obligation to inform STERPDB about the conditions in the theatre and advising them to in turn inform the ARC of the situation. Stein wanted to know what the city's liability would be if they held back this information. Tavelli said that the city can do no more than it has and that there is no way it can force the owners to either heat or insure the building. Neither the resolution nor the letter to Augenstern has any relevance to culpability. The owners have direct financial responsibility and the city has notified them of their experts ' opinions towards securing the building. IURA/CDA December 13, 1982 MINUTES page 3 Jones said they are working on the theory that there is an immediate concern regarding the funds invested in the Strand but that it would not be wise to send the letter until the meeting was' held with all the people concerned present. TCAC will inform her of the meeting's date by Friday at the latest and it should take place some time early in the following week. If for any reason such a meeting was not possible or if the meeting is held and nothing positive results, Jones said she would have no hesi- tation in taking the resolution off the table. Reed concurred and said it was important to continue showing that the city is making every effort to put the project back on its feet. According to Tavelli , the six months period that the owners have to secure another managing group began when the TC3PA vacated the building in November. Shaw agreed it was a good idea to table the resolution, pending notification of the Arts Council meeting. Stein noted that it is not important whether or not a meeting occurs if it does not produce appropriate action. Jones said it was the city's desire that the building be protected. The installation of the doors is not enough; heat is still needed. Stein asked if there was any point where the agency has not taken appropriate action to protect the federal funds and Tavelli said no. Shaw said that he would have no difficulty in both sending the letter and having a city representative attend the meeting but that the difficulty might be in the perception that the city was washing its hands of the project. Neither the letter nor the resolution do more than notify STERPBD and ARC of the situation and nothing is resolved by either action. Reed said he did not think it was critical whether they are informed now or in January as STERPDB will also be at the meeting and will be updated at that time. Jones said it might be more difficult for the city if they have already taken this action. Shaw said that what is important is that STERPDB knows what is going on and he added they are reasonably up to date. Evans noted the staff has not sent them copies of correspondence with the city attorney or with owners nor has STERPDB received copies of the historic preservationists' recommendations, In speaking with them recently, she said, it appears they are loathe to do anything until they are formally notified in writing by the city. Jones next MOVED that it be RESOLVED, that the IURA/CDA tables the resolution put forth at the regular December 13, 1982 meeting. Reed SECONDED and MOTION PASSED UNANIMOUSLY. Jones said that the proposed meeting would be an all day session. The Mayor appointed her to represent the city at the meeting. The TCAC will communicate with CD staff by December 17 about the time and location of the meeting. She added she would like to have the advice of the city attormey on legal concerns as the meeting will also address the commitments that the city might be able to make in the future. She said she will go to the meeting as long as she has the legal bottom line of the city's position in the matter. Shaw said that she and Tavelli should meet to discuss this and a meeting was proposed for Friday. ° IURA/CDR December 13, 1982 MINUTES page 4 Historic Preservation Shaw asked that a motion be made to go into executive session as there was another matter requiring the city attorney's advice which concerned possible litigation over a past historic preservation project. Dennis MOVED that the agency go into executive session, Jones SECONDED and MOTION PASSED UNANIMOUSLY. No action was taken. Community Arts Jones said there was nothing to report at this time. Shelter for Battered Women Jones explained that $645 remains from the purchase of the Task Force Shelter. The Task Force Board requested " that a freezer be purchased with these funds but HUD regulations do not allow this kind of funding use. The house was equipped with a refrigerator and a stove when it was bought. She suggested that these funds be put into the INHS Loans and Grants fund. Stein asked why the money could not go into contingency instead. Reed said that the funds had originally been budgetted for housing in the target area so that it was appropriate that they be returned where that use will still apply. Evans said there is no contingency line in the Small Cities lines. The administration line would be a possibility but would not be compatible with the intended use of these funds. She said that she would inform the task force of the agency's decision when she next talked to the board regarding the upcoming tour of the shelter building. Jones MOVED that WHEREAS, $645,98 remains in line S404 Battered Women's Shelter, and WHEREAS, work has been completed on the building, now THEREFORE, BE IT RESOLVED that this remainder be disencumbered.and be made available to the INHS Loan and Grant fund line, S501 .2b. Reed SECONDED and MOTION PASSED UNANIMOUSLY. Land Use Policies/Proposals Stein said his committee had not yet met to review this matter and asked that it be tabled until the January meeting. He noted this was not an Economic Development project, but a Neighborhoods and Housing one Evans said she would distribute the relevant material to the rest of the URA membership. IURA/CDA December 13, 1982 MINUTES page 5 CD Manual Addition Dennis referred to the CD memo regarding the contract attachment chart. Evans said staff would like to include this chart in the CD Manual as it has been very helpful during the contracting process. Shaw suggested that a date be added to the chart as HUD regs change from year to year. He also asked that a copy be sent to the City Attorney. Dennis MOVED and Stein SECONDED that it be RESOLVED, that the Contracts and Applicable Attachments form be incorporated into Chapter I of the CD Manual , following Sub-Heading "C", Purchase of Services. MOTION PASSED UNANIMOUSLY. Personnel Dennis said he and Reed had met with CD staff to discuss the staff contracts for 1983. No action is necessary at this time. The Personnel Committee is asking staff to develop costs on items mentioned during their discussions and will wait until the city negotiates its own contracts before making recommendations. He said that CD is investigating new health plans in order to save money in this area. Evans added that City Personnel Director Collins has been a great help. Dennis agreed. He said the subcommittee will return to the Agency with a recommendation at a future meeting. Old Business Shaw annouro`ed that the BPW had given favorable support to the Floral Avenue site for community gardeners and it is also anticipated that Project Growing Hope will sign a lease with NYSEG for use of the Meadow Avenue site. New Business Dennis reminded the agency that there will be a meeting to discuss the Collegetown parking proposals on Wednesday, December 15, at 7:30, in Council Chambers. The Mayor adjourned the meeting at 9:30. Respectfully Submitted, Approved, ij Natalie de Combray Glenn M. Goldwyn MINUTES - IURA/CDA HILDA HUTSON EXECUTIVE SESSION DECEMBER 30, 1982 3:30 PM - P&D Office PRESENT: Mayor Bill Shaw, Chairman H. M. Van Cort, Executive Director, CDA Anne Jones, IURA/CDA Glenn M. Goldwyn, CD Administrator Clarence Reed, IURA/CDA Kathe Evans, CD Planner Jim Dennis, IURA/CDA Paul Tavelli , City Attorney Stuart Stein, IURA/CDA The special meeting went into Executive Session at 3:30 to discuss possible litigation. No action was taken. The meeting was adjourned at 5:30. Respectfully Submitted, Approved, ///tS441 Natalie de Combray Glenn M. Goldwyn •