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HomeMy WebLinkAboutMN-IURACD-1981-01-12 -HUTSoA) gicE \ IURA/CDA �AN22 VEk MINUTES cgr clan JANUARY 12, 1981 7:30 P.M. - P&D mint M.r. PRESENT: Mayor Bordoni , Chairman IURA/CDA Jas e'tin, CD Coordinator Anne Jones, IURA/CDA Kathe pecialist James Dennis, IURA/CDA Donna Siewrattan, CD Bookkeeper Clarence Reed, IURA/CDA H.M. Van Cort, Director, Planning Stuart Stein, IURA/CDA Beth Prentice, Director, INHS Richard Strumbar, Attorney Jon Meigs, Planning Department Press The Mayor opened the meeting at 7:45. 1. Approval of Minutes Stuart Stein MOVED to approve the Minutes of September 15, October 15, October 27, November 17 and December 8, 1980 with the following corrections: In the October 15 Minutes, the Resolutions regarding Tree Planting and the Agoha property should be shown to have been passed. In the December 8th Minutes, it should be shown that the Resolution regarding the GIAC purchase was made in open session, not in executive session. Anne Jones SECONDED the Motion but asked that the December 8 Minutes be changed by adding that she had. been concerned to hear publicly that INNS was in need of funds when she, as an IURA Member, had not been aware that there was a need for funds. She added that the INNS Status report on the evening's agenda was very important. After further discussion, MOTION PASSED to approve the Minutes with the corrections requested. 2. INHS Status Report Elisabeth Prentice, INHS Executive Director, apologized for not having given status reports to the agency"but said that she had been unaware that this was a policy. From now on, she said, she would keep the IURA/CDA updated on a regular basis. Prentice then discussed the 1st three INHS Quarterly Activity Reports for 1980 that had been sent to IURA members and handed out a current report. Running down the list of NHS programs, she said that the Homeownership program was very successful and that 47 low income renters had been helped to purchase their own homes within the neighborhoods; the House Recycling program had bought and rehabilitated 13 vacant and absentee owned properties and sold eight of them to date. Other successful programs included the Mini-Repair program, the Home Maintenance and free labor programs. Many countywide and city agencies have asked that these programs be expanded. She said that 60% of the Mini-Repair clients had an income of less than $4200 and the average age was 69.3. Neighborhood Organizers had been hired at the request of the city to develop block leadership. During their work period they had found at least fifty neighborhood residents to provide leadership throughout the target neigh- borhoods and had held block parties and neighborhood meetings. The Energy Program was awarded a NYSEG grant to conduct hands-on weatherization workshop programs. She said that NYSEG wanted to improve action resulting from their auditing process and that Ithaca was the first city in which this was being done. Another •a- ' • 110.ftt IURA/CDA January 12, 1981 -2- program which has been established is the Landlord Loan Program. The program was established with funds set aside for 312 Administration but when Ithaca was notified of its ineligibility of 312 in 1981 , the administrative funds were converted to loan funds. Van Cort planned to meet with HUD officials to try to get the 312 decision reversed but was not optimistic. Evans added that a Landlord Loan program was added to the new Small Cities preapplication. This program will provide loans to landlords who want to rehabilitate their rental properties but has more stringent criteria for eligibility than the 312 program. Absentee landlords would be the lowest on the eligibility list and owner occupants would be the highest. Landlords would not be allowed to own too many properties or hold too many assets and would be required to rent through the Section 8 program. Another program which was meeting with much success was the Duplex Program. This idea had originated at INHS and was now directly funded to them through HUD. Loans are made to low and moderate income persons to buy duplex properties. The owner rents the income part of the property to Section 8 families and, uses the rent to help pay the mortgage. Prentice said that the best part of this program is that it has a minimum amount of government interference. Regarding fund raising, she said that since the NHS inception in 1976, a policy of fund raising in the private sector had been established to help maintain the private non-profit status of the organization and to help with matching funds from the public sector. In 1976 a four year fund raising effort was undertaken. Now, NHS is conducting a 2nd four - year fund raising effort. This policy helps the organization not be totally reliant on the federal government. If the Small Cities pre-application is not successful or if CD funds are discontinued under the new administration, INHS could continue to operate fully through early 1982. Stein asked if there was an option to use loan repayments to continue INHS adminis- tration and Prentice said that legally this was possible but the Board has chosen to channel loan repayments back into the loan pool . She said that the Neighborhood Housing Services of America buys up to one half of their portfolio. To date, $190,000 in—loans had been sold. From the remaining loans, NHS collects approximately $5000/month in repayments. But this would not keep NHS afloat and in the case of CD funding being stopped, she said that many difficult decision would have to be made. At present the private sector fund raising program was going very well . She also added that Reagari's urban policy program had designated the national NHS program as a #1 priority. Stein suggested that contingency planning be done and Prentice agreed and said that staff and the Board were working on this. Jones asked what was the NHS role in terms of offering services to countywide agencies and Prentice said that NHS often offered assistance on how to develop similar programs but their by-laws legally restricted them to the target area. She said the by-laws could be changed but that she thought it was more improtant to work in a targetted area where improvements would be visible and would help generate further private rehabilitation efforts in the target areas. She added that INHS was always willing to help other organizations and provide information A program to help set up rural NHS organizations was the next step but she said the many different aspects of city and rural situations made the program difficult to organize. IURA/CDA January 12, 1981 -3- Planning Director Van Cort and CD Coordinator Lim agreed that staff was very happy with INHS and that the organization was the cornerstone of the city's neighborhood preservation effort. Stein MOVED to accept the INHS Report, Jones SECONDED and MOTION PASSED. III. Executive Session Dennis MOVED to enter into Executive Session, Reed SECONDED and MOTION PASSED. Executive Session convened at 8:30. The regular meeting continued at 9:40 with action on Executive Session agenda items tabled until the following meeting. IV. Ithaca Center A. Approval of Architectural Services Contract Van Cort said that the final draft of the contract had been prepared and would include the standard CDA and AIA contracts with Appendix A describing the scope of work related to the project. The Appendix, he said, -includes all the concerns of the Agency and the 9% cost of the construction cost is an upset figure. Leathers will charge by the hour and for materials used but payments already made to him will be subtracted from the costs. Therefore, the upset will actually be lower than the $19,000 previously stated. He said that staff will prepare a flow diagram:. of approvals necessary before payments. Van Cort said he had checked with some of the merchants involved with the improvements and that they seemed quite happy with the plans. Reed asked when the Agency could review the schematics and Van Cort said that they will be sent back to the IURA as will the bid documents. The schematics and bid documents will also go to Common Council and to the Board of Public Works for review. Stein MOVED that it be RESOLVED, that the Mayor, as Chairman of the IURA/CDA, is hereby authorized to enter into a contract with Robert S. Leathers and Associates for architectural services related to the Ithaca Center Public Improvements project. Such contract to be subject to an upset of 9% of the construction cost and to city Attorney approval and to be paid from line U102. Reed SECONDED and MOTION PASSED. B. Approval of Phase I of Transportation Planning Services Contract Van Cort said that in accordance with the Agency's direction the contract with DMJM/TPG was divided into two parts. The first part of the contract, which included a study on circulation under the-garage would cost $2,000. The second part, the parking study, would come to $2,200. 1a IURA/CDA January 12, 1981 -4- Dennis asked if the parking study would be done for the entire downtown area Van Cort said that he would include the Family Medicine parkins, the Central Fire Station parking, the Miller's Parking Lot "E" and the Woolworth's parking in the new contract but this may increase the cost. Dennis MOVED that it be RESOLVED that the Mayor, as Chairman of the IURA/CDA, is hereby authorized to enter into a contract with DMJM/TPG for transportation planning services related to the Ithaca Center public improvements contingent upon City Attorney approval . Such contract shall?be for a flat fee of $2,000 and paid from line U103. Stein SECONDED and MOTION PASSED. C. Green Street Parking Garage Van Cort explained that when the original Ithaca Center designs had been made, holes had been left in the north side concrete panels of the Green Street Pai-king Garage to accomodate walkways between the two areas. In subsequent plans, the holes do not match up and create a hazard. He said he feels it is appropriate to install concrete panels at city cost and that the Ithaca Center contractor, Streeter Associates, be used for the installation. The concrete panels weigh 22 tons each and the only feasible way to install them is with a crane. After the . Ithaca Center steel structure is constructed, there will be no room for a crane. The two reasons he suggested for hiring Streeter were that they are on site and that they will have a crane at their disposal to do the lfftino ,; which will make the job less expensive. than hiring another contractor who would have to bring his own crane. Reed asked whether it was appropriate to use a noncompetitive bid. Lim responded that it was necessary in order to install the panels prior to erection of the Ithaca Center steel structure. Mayor Bordoni asked where the money would come from and Lim said it would come from line U103 which is the UDAG money especially encumbered for this contract. She said that there are three sources of funds at the moment: "U" stands for UDAG sources, "E" stands for Entitlement funds and "SC" for Small Cities funds. Evans asked if HUD was contacted before making this decision and Lim said that the urgency of the situation calls for immediate action which is legal under HUD regu- lations. Department of Public Works Superintendent Dingman will ask for a BPW resolution which declares that a "public exigency" exits. IURA/CDA January 12, 1981 -5- Reed MOVED that WHEREAS, several concrete panels on the north side of the Green Street Parking Garage are missing in whole or in part and, WHEREAS, construction of the Ithaca Center project will significantly increase the technical difficulty and cost of installing the concrete panels, and WHEREAS, construction of the steel structure for Ithaca Center will begin in February 1981 and whereas manufacturing and curing of the concrete panels will take approximately three weeks and, WHEREAS, Streeter Associates, general contractor for the Ithaca Center project, will already have a crane on site which can also be used to install the garage panels and can therefore accomplish this work at a significantly lower cost to the City, NOW THEREFORE BE IT RESOLVED that : 1. The Agency recognizes that there exists a public exigency which does not permit a delay incident to competitive solicitation of proposals 2. The Mayor, as Chairman of the IURA/CDA, is hereby authorized to non- competitiveley negotiate a- contract with Streeter Associates for the design, construction and installation of the Green Street Parking Garage panels " 3. The contract price for the above work shall be $6,600 with a contingency allowance of 15% ($990) to be encumbered against line U104 4. Authorization to sign the contract is contingent upon BPW and City Attorney approval . Dennis SECONDED and MOTION PASSED. • IURA/CDA January 12, 1981 -6- V. School Closings Evans discussed the School District's plans for closing two more schools and asked Agency members if they wanted to make a statement for the public hearing to be held on January 14. A tentative decision will be made on the 20th to close West . Hill School this year and Henry St. John School next year. All 6th graders will be moved to the middle schools. She said that several Council members had attended the public hearing on the 8th and had spoken eloquently during their presentations and had left a packet of information of the City's stand on closings. 25 people spoke at the hearing, all of them against the school closing plan. Discussion followed during which it was decided to begin investigating reorganizing a School District with boundaries which were co-terminous with the City,and also to prepare a statement for Mayor Bordoni to present at the hearing. All Agency members were very concerned about the School District's actions. VI. Administration A. UDAG Payment Plan Lim discussed the plan developed for disbursing UDAG funds and explained the checks and balances incorporated into the plan to ensure proper financial management. She said the process relies on certification by Citizens Savings Bank that the architect's certifications has been. received. Van Cort said that the plan hasbeen approved by the City Attorney and that it adequately protects the city. He said that the city will retain 7% of the funds until the entire project is completed. Lim said drawdowns will not be made until the architect's certification has been received and checks will not= be released until staff has verified that the weekly payroll and monthly utilization forms, which are Affirmative Action requirements, are up to date and that there are no liens against the project. B. Bonding Lim explained that during the next year the Agency will distribute $3 million dollars. In the previous year, the amount has been $1 million. Because of the increase, she suggests that the Agency increase their bonding accordingly. She said that the increase in coverage would cost -an additional $131 . . Reed MOVED that it be RESOLVED, that CD staff is hereby authorized to increase coverage under the Agency's 1981 Blanket Position Bond crom $100,000 to $300,000. Jones SECONDED and MOTION PASSED. . O IURA/CDA January 12, 1981 -7- C. Legal Services Reed MOVED and Dennis SECONDED that it be RESOLVED, that the Mayor, as Chairman of the IURA/CDA, is hereby authorized to submit a letter to Common Council urging 1981 funding for additional legal services and proposing IURA/CDA financial support for the City Attorney's office up to $4,000 per year subject to Federal Regulations. MOTION PASSED. D. New C.D. Specialist Lim reported that 706 work days will be needed to fulfill the 1981 CD project, and program schedule. She said that the present staff could handle approximately 500 of these working days if compensatory time, vacations, sick time and contin- gency days were not taken into account. Under the new Small Cities grant, she said, it was proposed that an additional CD Specialist be hired in order to complete the application proposals. Lim suggested that the specialist be hired full time for the first year and half time the second year because the bulk of the project planning work will need to be completed during the first year. The new specialist should be on staff by April in order to begin the planning process. She presented a draft resolution authorizing CD staff to begin the hiring process but noted that no interviews will be conducted until after we hear about the Small Cities application. Reed asked if this meant that the actual hiring would not yet take place and Lim said yes. This process would just insure that job applications would be on hand if the new Small Cities grant is awarded. She added that all Agency members would be invited to review the applications and interview the applicants. Reed MOVED and Dennis SECONDED that it be RESOLVED, that the CD staff is hereby authorized to begin the hiring process for the new C.D. Specialist. E. Continuation of Meeting Lim said that the optional agenda items could wait until the following month but that some action should be taken on the Executive Session agenda items. After discussion, it was decided to hold the continuation meeting on Monday, January 19 at 3:30 P.M. in the Planning Department. Mayor Bordoni adjourned the meeting at 11 :45. Respectfully Respectftilly_Submitted Approved, Natalie de Combray Jasmine Lim • IURA/CDA • MINUTES SPECIAL MEETING January 19, 1981 9- 3:30 P.M. - P&D . . . . . • e 441 PRESENT: Mayor Raymond Sordoni , Chairman IURA/CDA 4Wy � 3 James Dennis, IURA/CDA Z � ' �:_ Clarence Reed, IURA/CDA p� /et 1 Anne Jones, IURA/CDA Jasmine Lim, CD Coordinator Kathe Evans, CD Specialist jfrT- • H.M. Van Cort, Director, Planning Press The Mayor convened the meeting at 3:30 P.M. - Reed MOVED that the Agency go into Executive Session. Dennis SECONDED and MOTION PASSED. Open Session resumed at 4:45. . • Reed MOVED that WHEREAS the deteriorating appearance of the exterior of the St. James AME Zion Church building has been determined to be a blighting influence on the CD target-area , where the City's ongoing CD and Small Cities .neighborhood revitalization programs have funded extensive public and private property i improvements in the vicinity of the church, including a community center, park and numerous residences ; 1 WHEREAS the structure was officially designated as a City Historic Landmark after formal consideration of documentary evidence of its role in local history, and is being considered for nomination to the National Register of Historic Places by the State Historic Preservation Officer; WHEREAS historic preservation is an eligible CD activity? and several preservation projects within the city and target area have been funded by the program on the-bases that a public purpose is served by conserving our archi- tectural and historic heritage , and that public benefits are derived from upgrading properties within neighborhoods characterized by a sig- • nificant degree of blight; IURA/CDA January,19, 1981 -2- •,IgHE''the Agency has determined, after fully evaluating project proposals submitted for CD funding, that CD monies should be earmarked for . , ;F ' . eVeterior 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; WHEREAS INHS, Historic Ithaca and the ILPC have urged recently that these monies be used as proposed; - WHEREAS the Agency has determined that the project would result in substantial public benefits in furtherance of a secular purpose, and would not promote or hinder religion or the free practice thereof, nor involve any entangle anent with the..internal or religious affairs of the St. James AME Zion Church, be it . • RESOLVED that this IURA/CDA does direct that staff proceed with release of funds • for historic preservation of the facade of the St. James AME Zion Church building; that a grant agreement be prepared which defines the City's role and interest in providing this one-time preservation grant and which takes appropriate note of other concerns affecting this action; that the grant agreement contain no conditions whatever relating to whether the building shall continue to be used for religious purposes; and that facade restoration begin as soon as possible after execution of said agreement, Dennis SECONDED and MOTION PASSED. I • IURA/CDA January 19, 1981 -3- The Mayor suggested that the agency present a summary of Stumbar's comments for Common Council,.members before the February Council meeting. Van Cort asked that the IURA pass a Resolution regarding Cherry Street. He said that the City Attorney has suggested that the resolution be presented for approval by the Agency contingent upon his final review. Van Cort explained that this resolution would insure that the sublessee (Precision Filters) will continue to pay the payment in lieu as the IDA is exempt from taxes. Dennis MOVED that WHEREAS, pursuant to paragraph 10 of lease agreement between Precision Filters, Inc. and IURA, assignment of said lease agreement or any interest therein is prohibited without IURA approval , and WHEREAS, Precision Filters, Inc. , by John Barney's letter of January 9, 1981 , • to Martin A. Shapiro has requested IURA execution of a consent to assignment agreement, and WHEREAS,' said consent proposes subleasing of premises to Tompkins County Industrial Development Agency upon such terms as may be agreeable between Precision Filters , Inc. and Tompkins County Industrial De- velopment Agency, now THEREFORE BE IT RESOLVED, that the Chairman of the IURA is hereby authorized and directed to execute said consent to assignment, upon approval of the City Attorney, and BE IT FURTHER RESOLVED, that said direction and authority is herewith granted and conditional upon IDA conformance with all provisions of the lease agreement between Precision Filters, Inc. and IURA. Reed SECONDED and MOTION PASSED. The meeting was adjourned at 4:55. Respectfully Submitted, Approved, //t ; , O44? R-- Natalie de Combray Jasmine Lim 4. _ 1 L -14vT3 d�►' MINUTES IURA/CDA February 23, 1981 7:30 PM - Planning Office PRESENT: Mayor Ray Bordoni, Chairman, IURA/CDA H.M. Van Cort, Planning Direcfor James Dennis, IURA/CDA Jasmine Lim, CD Coordinator Anne Jones ,IURA/CDA Kathe Evans, CD Specialist Clarence Reed, IURA/CDA Richard Stumbar, Attorney Stuart Stein, IURA/CDA Press Donald Slattery, Council Member The Mayor convened the meeting at 7:40. 1 . Approval of Minutes Anne Jones MOVED to approve the Minutes of the January 8 and January 19 meetings. Stein SECONDED and MOTION PASSED. 2. Executive Session Reed MOVED that the Agency go into Executive Session to discuss legal factors concerning AME Zion Church, and Personnel . Stein SECONDED and MOTION PASSED. The regular meeting resumed at 8:45. Reed MOVED that it be RESOLVED , that all the CD employees be granted a salary increase of 9% retroactive to January 1 , 1981 and another salary increase of 9% effective January 1 , 1982. Dennis SECONDED and MOTION PASSED. 3. Lump Sum Drawdown of INHS Loan Funds - Approval of Contracts Evans reviewed the memo concerning the lump sum drawdown she had sent out on February 5th. Evans noted that HUD felt the city should be a third ' party in this project to rehabilitate privately owned property. Until recently, CD interpretation of HUD regulations held up this process. Van Cort said that all NHS banks have pressed the city to allow for lump sum drawdowns and some had personally lobbied representatives in Washington. Susequently, NHS asked all local banks to make proposals for what benefits they would offer to target area rehabilitation if $100,000 or more was depositied in an account. NHS and CD staff recommended that Citizen's Savings Bank be designated and that a contract for a lump sum drawdown be signed. IURA/CDA February 23, 1981 page 2 The Mayor asked if Citizen's was the only bank to make a proposal . Van Cort said that First Federal had also made a proposal but the benefits Citizen's offered were much better. After futher discussion, Reed MOVED that WHEREAS, INHS has invited all local banks to submit proposals for what benefits they would offer to target area rehabilitation if $100,000 or more was deposited in an account, and WHEREAS, two banks responded, First Federal and Citizens' Savings and Citizen's Savings offered more benefits, and WHEREAS, the IURA/CDA recognizes the advantages to the city and to lower income families to become involved in a lump sum draw procedure with Citi zen's Savings and INHS, now THEREFORE BE IT RESOLVED, that the IURA/CDA.lapproves the lump sum draw agreement and directs the Mayor to sign the agreement, subject to the city attorney's review. Stein SECONDED and MOTION PASSED. 4. Homeownership Assistance Program Lim expressed concern about funds held over a period of time and said she would like to get old projects underway in order to be prepared for the new ones should the new Small Cities Grant be awarded. Word on the new grant should be available during the week. In the meantime she said she would like to get the funds set aside for the Homeownership Assistance Program moving as the money had been sitting in limbo for more than a year and a half. The 5th Year Entitlement budget included $20,000 to be used in conjunction with the House Recycling Program and would provide a mortgage subsidy for low and moderate income people capable of owning their own homes. At present, the fair market cost is still too high for most of these households, especially with the current interest rates. Lim said that INHS would like to use these funds for the BOCES house on South Plain Street. The house cost $54,000 to assemble and NHS would like to sell it for $45,000, using the $20,000 as a second mortgage. She said that although the program was not intended exactly for this type of action, the program description was flexible enough to allow for it. Though only one family would be assisted, it would be a lower income family. IURA/CDA February 23, 1981 page 3 The Mayor asked if the people receiving INHS loans were made aware of the terms of repayment. Van Cort said that every effort was made to explain the process to them and that INHS stayed in contact with their clients. He added that the Homeownership Assistance Program was not a giveaway program. Although NHS clients are by definition non-bankable, every loan is systematically reviewed after five years and adjustments to repayment scales are made if deemed necessary. r_ Reed MOVED that it be RESOLVED,that the Chairman of the IURA/CDA is hereby authorized to enter into an agreement with INHS for the Homeownership Assistance Program (Entitlement line 507) for 20,000, contingent upon City Attorney approval . Dennis SECONDED and MOTION PASSED. 5. Cherry Street - Approval of NYSEG Contract Van Cort referred to a memo sent by Mick Bottge on February 10 regarding the Cherry Street Industrial Park NYSEG Easement. He said that the revision was acceptable to all parties and that the proposed resolution was routine. Reed MOVED that WHEREAS, : NYSEG has requested a ten foot easement in the Cherry Street Industrial Park to provide electric service to Precision Filters, Inc. , and WHEREAS, said request and specifications thereof have been reviewed by and are acceptable to the City Engineer, City Attorney, Department of Planning and Development and Precision Filters, Inc. , now THEREFORE BE IT RESOLVED that the Chairperson of the IURA/CDA is hereby authorized to execute an easement agreement with NYSEG. Dennis SECONDED and MOTION PASSED. 6. 1981 Contribution to ILPC Coordinator - Action Van Cort said that the city has made an increase in its contribution towards matching the $9000 grant awarded by the New York State Council on the Arts. IURA/CDA February 23, 1981 page 4 The grant requires a $4500 match and the city will contribute $2250 from the Planning and Development Department budget. This has already been approved by the Council B&A Committee. Van Cort said that ILPC Coordinator Priscilla Dolan had been a great asset to the Department and has, in addition to the Exterior Restoration Grant Program and ILPC connected projects, also helped with the Strand Theater project. Next year she would add the AME Zion Church to her work schedule. He said that CD staff felt she was invaluable to these projects and recommended that CD also provide $2250 towards matching of the grant. Lim said $22,360 of uncommitted funds are in the Entitlement contin,ge n cy line 515 and suggested that these funds be reprogrammed into line 513, CD Administration, with $2250 encumbered for the ILPC Coordinator. Stein MOVED that' WHEREAS, Entitlement line 515 currently has $22,360 designated as a contingency fund and $2360 of this amount is uncommitted, and WHEREAS, there is a need to increase the CD Administration budget, (line 513), and WHEREAS, $2360 of the above amount is uncommitted, now THEREFORE BE IT RESOLVED that $2360 be reprogrammed from line 5153to line 513. Dennis SECONDED and MOTION PASSED. Dennis MOVED that WHEREAS, the Ithaca. Landmarks Preservation Council has received from New York State Council on the Arts a grant for $9000 for a one year's staff position, and WHEREAS, there is a matching requirement for $4500, and WHEREAS, $2250 of that amount shall be contributed from the Planning Depart- ment budget, now THEREFORE BE IT RESOLVED that 1 ) $2250 shall be contributed from the Entitlement line 513 and . 2) that the Chairman of the IURA/CDA is hereby authorized to enter into an agreement with the ILPC Coordinator Priscilla Dolan, IURA/CDA February 23, 1981 page 5 contingent upon City Attorney approval and such agreement to specify that the ILPC Coordinator will assist CD staff in the implementation-of the AME Zion Church project, Strand Theater Project, Exterior Restoration Grants and any other CD projects involving historic preservation/restoration. Reed SECONDED and MOTION PAStED. 7. Administration a) Process and Structure for Developing and Implementing New Small Cities Program Lim reviewed her memo concerning implementation of the new Small Cities program and asked Agency members how they would like to develop and structure new projects should the grant be awarded. She suggested_ that ,small committees be formed that would research and work on the preliminary development of the projects and then report to the Agency at the regular meetings. She said she thought that this would save time during regular meetings and said that the Personnel Committee had been very helpful in this way. After discussion, Agency members agreed to the committee procedure and members divided the projects among themselves. Dennis volunteered to work on the INHS projects and the Community Arts Program; Reed said he would work on the Task Force for Battered Women project and the Community Gardens and Stein said he would work on city projects and Htllview Park. Jones was not present during this discussion but Lim said she would get letters out to firm up this process and begin scheduling meetings. She said that staff has begun work on some of the projects based on the assumption that the city will be awarded the grant. Regarding the new CD Specialist, Lim said that more than 40 applications have been received to date. She has begun reviewing them and as soon as news on the grant is available, the resumes will be made available to agency members. b) March Meeting Date The next regular meeting was scheduled for Monday, March 23 at 7:30 in the Planning Department office. c) Non-Ownership Liabilitylirisurance After discussion it was decided to table this matter until the city status was reviewed with Joe Spano and Bob Briggs. 8. Htil l vi ew Park Lim said that since notification from the NYS Parks and Recreation Department that the Hillview Park project will not be funded in 1981 , she tentatively reduced the project scope and budget based on the original estimates prepared a year ago. The revised scope of work includes only basic essentials such IURA/CDA February 23, 1981 page 6 as clearing and grading and repair of the steps at lower Hillview. Dennis noted that the projected improvements sounded like those that had been originally been requested when project planning first began and he suggested that Council members who represent the `:Iiil l vi ew Park area be part of the Committee to review the project with area residents. 9. Report on Street Tree Planting } Evans reported that problems with the planting of a Northside tree that resulted in some bad press coverage for the CDA had been resolved. She said that generally the contractor had been satisfactory and that the project was now complete. 10. Parallel Use Funds Members discussed the possible uses of the Parallel Use funds and agreed that a decision should be made no later than September. Dennis said he was not in favor of the School District's suggestion that funds be used for the Markles Flats building or the parking space opposite GIAC. Reed suggested reprogramming the money into the AME Zion Church restoration project. 11 . Executive Session - Landbanking Funds Dennis MOVED that the Agency move into Executive Session to discuss Landbanking Funds. Stein SECONDED and MOTION PASSED. The regular meeting resumed at 10:30. 12. Neighborhood Improvements III Evans showed members plans for the completion of the pedestrian system in the target area. She said that the specs were available and that bidding could begin as soon as the Agency authorized the BPW to put the project . out to bid. She noted that each individual curb has been addressed separately in the plans. Dennis MOVED that WHEREAS, the third year Neighborhood Improvements completes the three phase pedestrian system incorporating curb cuts connecting community facilities and resources in the Northside and Southside with the Ithaca Commons, and IURA/CDA February 23, 1981 page 7 WHEREAS, the Engineering Department has identified drainage and curbing projects in response to neighborhood concerns regarding flooding and is developing plans and specifications for such projects, now THEREFORE BE IT RESOLVED, that the IURA/CDA approves such plans and authorizes the BPW to put the projects out to bid as soon as plans and specifications are complete. Stein SECONDED and MOTION PASSED. The meeting adjourned at 10:40. Respectfully Submitted, Approved, lr / ;/) Natalie de Combray Jasmine Lim /164 -- b.' a.< IURA/CDA MINUTES , March 23, 1981 £ MAR ��� �g$� CITYGIF l 7:30 PM - P&D Office -Zr. i ., PRESENT: Mayor Bordoni , J. Dennis, C. Reed, H.M. VanCor `," ., Evans, Press Mayor Bordoni convened the meeting at 7:35 and congratulated the CD Staff on its receiving approval of the new Small Cities preapplication. 1..Approval of Minutes Reed MOVED and Dennis SECONDED that the Minutes of the February 23, 1981 meeting be approved. MOTION PASSED. 2. A.M.E. Zion Church Contract Evans discussed Appendix A of the St. James A.M.E. Zion Church exterior restoration contract which addresses the program description, policies, and responsibilities of the project participants. These-are the Board of Trustees of the church, architect George Hascup, Romanoff and Associates (preservation consultants), and Historic Ithaca. The latter will act as subgrantee for the project and will disburse funds received from the Agency as the project requires. Evans said that the Appendix would be attached to the standard contract and would also include Appendices B, C and D which deal with administration requirements, employment opportunities for low income persons, non discrimination and equal opportunity. She said that Appendix A is a draft that still has to be approved by the parties involved. Evans said that although George Hascup is currently in California, church trustees will be in touch with him to find out if he will be available to continue his work which began before the project was held up by HUD. Hascup has put the original specs together and held meetings with the church trustees and community and still remains the primary choice. When he has been contacted it will be easier to make up the budget as his fee must be a part of the budget. Trustees have asked what will happen if more problems than anticipated are found once the siding is taken off. Evans said that some-funds may be reprogrammed from other lines and that Romanoff is currently looking ithto the building to get an idea of what the conditions might be. Evans said that the budget will be ready by the April meeting but asked for preliminary approval of the Agency so that staff and the City Attorney can continue to work towards the final contract before the next meeting. IURA/CDA March 23, 1981 page 2 Reed MOVED and Dennis SECONDED that WHEREAS, Historic Ithaca and Victoria Romanoff (Romanoff and Associates) will act as subgrantees for the exterior restoration of St. James A.M.E. Zion Church, overseeing a proper restoration job which meets requirements of the State and Federal Historic Preservation groups, NOW THEREFORE BE IT RESOLVED that C.D. Staff and the City Attorney be authonhized to work with participants to put together a final contract for review by the Agency in April . MOTION PASSED. III. Bid Approval - Neighborhood Improvements III Evans said that the sidewalk/curb bids were opened on Friday, March 20. Ten contractors had picked up specifications and plans and she noted that a good showing of minority and WBE contractors had picked up the specs. Once again Giordano Construction was the lowest responsible bidder and Neighborhood Improvements architect Hank Wilhelmi recommends that this bi'd be accepted. Evans added that she had reviewed the bid documents and that they were satis- factory. Reed asked why there was such a big difference in material cost and Evans said that it was pfobably because Giordano has already made the initial investment in the required equipment. She said that she has been told that Cortland sends contractors to Ithaca to see our curb cuts because of their high quality and she added that Giordano has done all the Northside/Southside cutt to date. Dennis MOVED and Reed SECONDED that WHEREAS, Giordano Construction Company has submitted the lowest responsible bid for Year III Neighborhood Improvements sidewalk and curb intersections, now THEREFORE BE IT RESOLVED that the IURA/CDA accepts Giofdano's base bid of $16,700 for sidewalks/curbs and sets up a 20% contingency fund of $3340. This project and contingency will be paid for from line IURA/CDA Minutes March 23, 1981 • page 3 S305. Subject to final approval by the BPW, staff is instructed to prepare a contract and the Mayor shall sign such contract as Agency Chairperson. MOTION PASSED. IV. Reprogramming of $30,000 into UDAG Administration Van Cort said that when the.Resolution to hire a design consultant was passed, staff had neglected to ask for reprogramming of UDAG funds to cover consultant fees and costs. He presented a draft resolution requesting reprogramming of $3000 to cover miscellaneous expenses such as trips to Washington and other services. Mayor Bordoni asked if the $3000 would cover audit expenses and Evans noted that CD auditing generally costs $2000. Van Cort said that if this was necessary staff would return for more funds. — Reed MOVED that it be RESOLVED that CD staff is authorized to reprogram $3000 from the Ithaca Center UDAG Public Improvements line to an Administrative line for expenses that will be incurred for grant monitoring, reporting and final audit. Dennis SECONDED AND MOTION PASSED. Discussion followed about proposed trash collecting for the Ithaca Center and the Commons. Van Cort said that one garbage company is willing to contract and provide a trash compactor. This would be cheaper than the conventional method of picking up trash. He added that staff is in contact with MacDonalds because of their experience in certain trash disposal areas and is generally researching the problem. Reed MOVED and Dennis SECONDED that WHEREAS, a portion of the Ithaca Center UDAG is budgeted for Public Improvements, and WHEREAS, professional design and consultant services are necessary to complete project development for the Public Improvements, and IURA/CDA Minutes March 23, 1981 page 4 WHEREAS, contracts for these sefvices have been negotiated and authorized, NOW, THEREFORE BE IT RESOLVED that CD staff is authorized to reprogram $25,000 of the Public Improvement line as of January 1 , 1981 . MOTION PASSED. Van Cort said that the Planning Department was coordinating with the BPW so that handicap ramps will interface well in the loading area. Reed asked if the IURA/CDA will have another chance to review the Ithaca Center facade and other matters concerning the project. Van Cort said that he will update the Agency at the next meeting but that the granite for the outside walls had been ordered. This was a big cost item over the original facade plans. Reed added that the building looks very much as though it is going up on schedule and all agency members agreed that the work on the site seemed to be progressing very well. Reed asked if any information was available on the leasing. Van Cort said that he had asked many times but that the city had no authority to request that kindof information. Both he and the Mayor said that they felt from casual conversation that the leasing was probably going very well. Van Cort said that Herman Sieverding was dealing with the Affirmative Action regulations and was collecting the weekly and monthly sheets. If contractors are not in compliance with minority requirements, the city will be informed. He added that this will also be reported on at the next Agency meeting. He said that Sieverding has been studying the OMB regulations and is familiar with the rules and that Streeter has a person on his staff whose main job is to be familiar with government regs. 5. Personnel - New CD Specialist Van Cort said that Executive Session was not necessary until finances were discussed. He said that he and Jasmine had spent the last week reviewing resumes and interviewing applicants and that less than six were now seriously in contention. He said that staff was not yet ready to make recommendations as references have to be checked but that he would like approval of a contract to be referred to the Personnel Committee so that the contract could be signed before the next meeting. Evans said that an application is going to be written soon and hopes that the new staff person will be hired as soon as possible. Van Cort said that most applicants have to give at least two weeks notice at that their present jobs so that the person will not be physically present fot at least a month. Reed suggested that a special meeting be called so that all agency members have a chance to review and discuss the recommendations as a first alternative, with Personnel Committee choice as a second alternative. Bordoni said that this meeting could be held during the day. Dennis asked about salaries and MOVED that that the Agency go into Executive Session. Reed SECONDED and the meeting proceeded behind closed doors. ' IURA/CDA Minutes March 23, 1981 page 5 At 8:20 the meeting resumed in open session and Dennis MOVED that WHEREAS, the Executive Director and the CD Coordinator are in the process of making a decision concerning the new CD Specialist based on resumes, writing samples, interviews and references, and WHEREAS, the CD ADministrative Manual grants the Executive Director the power to hire and fire CD employees but CD policy requires Agency approval of any contracts exceeding..$1000, including stiff contracts, now THEREFORE BE IT RESOLVED that authorization of a staff contract with the new CD Specialist be referred to the Personnel Committee with power to act in case a quorum of the whole Agency is not available to act on the contract. MOTION PASSED. The meeting adjourned at 8:25. Respectfully Submitted, App o ed, /407-e-J Natalie de Combray H.M. Van Cort 1-} 1LI>A- -t-} UT-50N r1�, 11:: IURA/CDA MINUTES - '�� \ May 19, 1981 ; � l\ 5:00 P.M. - P&D Office _� ���V PRESENT: Ray Bordoni, Chairman /� ' r( Goldwyn, CD Specialist James Dennis, IURA/CDA H.M. Van Cort, Director, P&D Clarence Reed, IURA/CDA Herman Sieverding, P&D Anne Jones, IURA/CDA( Robert Leathers,-:At'chitect Jasmine Lim, CD Coordinator Press Kathe Evans, CD Specialist The Mayor convened the meeting at 5:10. I. Approval of Minutes Dennis MOVED and Reed SECONDED is the Minutes of March 23, April 13, and April 27 with an amendment to the Minutes of April 13, page 2, St. James AME Zion Church, to read that: Dennis Moved the Resolution approving the contract for the Historic Ithaca/Preservation Contract, Reed Seconded and Motion Passed. MOTION PASSED. II. UDAG Public Improvements Planning staff member Herman Sieverding introduced architect Bob Leathers and said that Leather's schematic design for the parking lot under the present parking ramp, the land behind the Commons Southside buildings and the area between the parking ramp and City Hail,.-was the result of meetings between the DPW, P&D, merchants and Ithaca Center developers. A traffic consultant had been hired to study the circulation of traffic under the ramp. Based on the study, Leathers completed his design and presented it for approval to the DPW. The second step was approval by the IURA after which it would go before Council before the construction drawings were begun. Leathers referred to the schematic drawings and discussed the traffic consultant's recommendations. These were to have the vehicular traffic entrance aligned with the Tioga Street extension traffic light and proceed counter-clockwise to park diagonally with meter parking under the ramp. The exit would be at the present City Hall parking entrance which would permit drivers to safely cross Green Street traffic and enter the helix of the 2nd level if no parking spaces were found underneath. Eight parking spaces, one for handicapped persons, will be provided in the space persently occupied by City Hall parking. No parking would be allowed flush with the back of the Center walls, thereby leaving room for a raised pedestrian area. Reed asked if there would be enough room for a 'semi 'to pass through. Leathers said yes. Reed asked if there would be room left to accomodate the Farmer-11 ' Market. Leather said yes but it will depend on which of three refuse storage alternatives is chosen. Previously, the developers had planned to have all refuse stored within the building but have since been looking at the possibility of retaining similar dumpsters as those peresently in use, but using screening. IURA/CDA May 19, 1981 page 2 A contract with a small compacting company is also being researched as well as the option of having one large compactor in one location. Enough width would still be left for loading and unloading. Leathers noted that a unified system should be worked out for bidding out the paving projects as some of the work will be paid for by private owners, some by the developers and some by the City. This should be coordinated so that the pouring of concrete would be done at the same time. He said that a contractor has the right to pour when he wants but that it could be stipulated in the bid invitation or contract that cooperation was strongly encouraged. If it is done separately it will be harder to adjust for grade variations. Sieverding said that the area behind Greg's Delicatessen is owned jointly by Sovocol and Fane; the area immediately behind the CVS building is owned by people who are in Florida and Brooklyn. He said that he is working towards negotiations with the property owners for the improvements. Reed asked about drainage and snow removal . Leathers said that the drainage will tie into the present storm drainage system and the snow will be handled in the usual fashion, being pushed aside until the trucks come to pick it up for removal . Lim asked if the City Parking spaces would be the same. Leathers said that there are now 8-10 spaces. His design provides for 1-3 less. Aesthetic and circulation considerations determined that 8 was the most desiriable number. 100 parking spaces will be provided under the ramp. Lim asked who would own and operate the parking lot. Leathers said that the developers would own it and operate it but that the City will share in revenues. Dennis MOVEDI that it be RESOLVED that the IURA/CDA approve the schematic design of the parking lot improvements as presented by Robert Leathers. 1 Jones SECONDED and MOTION PASSED. ; ( ,, III. West State Street (``- Sieverding discussed his memo of May 11 referring to the ACC study of West State Street. The Planning Department has received a draft report but staff feels that the study is not complete and does not answer many of the questions that the contract specified. He said that staff recommended that the City hold off payment until a final , satisfactory/ report is received. Most of the development potential findings were based on the citywide study, and do not reflect West State Street as a special sub-area. The study also does not differentiate between West State Street and the West End. A question yet to be answered is whether development of the West End will discourage development of West State Street. Generally, staff recommends that the report address the sub-market area as requested in the contract, assess key buildings on the street, develop preliminary development costs and review IURA/CDA May 19, 1981 page 3 zoning and housing codes with regard,' to implementation of the development program. Sieverding said that staff feels that the document falls far short of what had been asked for. Jones asked how much the report cost. Sieverding said that the total contract is for $90,000 but that $45,000 was for Phase I - Citywide and Ithaca Center Market Study (completed and satisfactory) and the other $45,000 was for the West State Street study. Discussion followed,and Bordoni noted that he had not personally seen the report and had to rely on the facts as Sieverding reported them. He asked the Agency if they would like to see the report before taking any action. Jones said she would like an explanation from ACC and would like to convey an expression of disappointment to ACC based on Sieverding's update. She asked if the contract clearly stated its requests and Van Cort said yes. Reading from the contract itself, there was no doubt that the demands were laid clearly. Bordoni asked why, if specific questions were asked, no specific answers were returned. He recommended that an even stronger message be sent to ACC than that stated in- Sieverding's memo. After further discussion, Reed MOVED and Jones SECONDEDD that it be RESOLVED, that since several tasks included in the City's contract with ACC have not been addressed in the preliminary report and that a number of points in the report need clarifications and substantiation, staff write ACC requesting that these issues be resolved according to the contract and subsequent communication with ACC, and BE IT FURTHER RESOLVED, that, recognizing that this is a draft report, the information and direction contained in this report is inadequate and does not address certain important terms of the City's contract with ACC, and BE IT FURTHER RESOLVED, that no payment be made to ACC until the final report is complete and accepted by the Agency. MOTION PASSED. Jones asked if ACC had sent their bill and Sieverding answered that several bills have been received during the course of the study. IV. Sucommittees Lim referred to the tentative implementation schedule for new Small Cities implementation over the summer. She asked members to let staff know of their vacation schedules as there is usually a problem with being able to assemble • IURA/CDA May 19, 1981 page 4 ,y, .; a quorum for regular agency meetings. She also asked members to record June 8's IURA/CDA meeting along with their individual subcommittee meetings. She asked who would be interested in serving on the Commercial/Industrial Improve- ments project. This project will not be implemented until the fall. Staff will be telephoning subcommittee members to plan preliminary meetings. Any subcommittee member who has questions about their projects should call the staff member assigned to that project. V. Meetings in Common Council Chambers Bordoni asked de Combray to find out if the Youth Bureau will continue its regular meeting location in Council Chambers. If not, the IURA/CDA meetings could return to meeting there. The meeting adjourned at 6:15p,h,, Respectfully /Submitted, Approved, I(Mdte-A.674',-/A-17 Natalie de Combray Jasmine Lim • b* N• ttuTs0V IURA/CDA Minutes June 8, 1981 P&D Office 7:30 P.M. i i`;) PRESENT, Raymond Bordoni , Chairman, IURA/CDA Anne Jones, IURA/CDA C "' JUG '� 19 Clarence Reed, IURA/CDA 81' 9 CLERK'S oFFia H, M, Van Cort, Director, CDA, P&D j (+CL ; +,r. Jasmine Lim, CD Coordinator �, ; Kathe Evans, CD Specialist Glenn Goldwyn, CD Specialist /.r. Elizabeth Prentice, Director, INHS Penny Dolan, ILPC Mayor Bordoni convened the meeting at 7:45. 1. Minutes Reed MOVED that the Minutes of May 11 be approved. Jones SECONDED and MOTION PASSED. 2. Strand Theatre Lim said that she and Penny Dolan had worked with the Strand and had developed an amendment to the contract that answered some of the City's concerns regarding the financial transactions. She said that Martin Shapiro has, tentatively approved the draft amendment and asked that the Agency pass a resolution approving the amendment so that the Strand project can begin to move along. She added that she was very comfortable working with Bill Banner and said that he had already familiarized himself with the various details of the project. Ann Jones asked how the Strand felt about the changes and Lim s 'd that Banner had no problems with them. She assumed that his views r4llected the Board's. The changes will save bookkeeping work for the Strand and minimize the transfer of money as well as enabling the City to retain control of transactions. Referring to the lease term increase from 10 years to 20 years, Jones asked what the complications might be for the city. Lim said that the TCCCPA was happy with this change but that the owners might not be so pleased. HUD did not approve the 10 year lease so the building owners are bound to the 20 year lease. This clause would pass on to any future owner and the building cannot be sold without CDA approval. She noted this was similar to the arrangement with the GIAC building. Regarding scope of work, Jones asked if the Strand would complain that it was unable to function without the stage and sound equipment it had originally asked for. Lim said that she could not vouch that the Strand would not complain but noted that many theatres, including the Strand in its current state..function without this sophisticated equipment. IURA/CDA June 8, 1981 page 2 Lim said that the changes in scope of work were necessary because of inflation (almost 100% increase in construction over the last four years), and that the use of rent as matching funds reduces the scope of work necessary. She said that under the directorship of Bruce Silvey, it was intended that the Strand employees do much of the simpler work. This plan has been dropped and now the work will be bid out to contractors in the normal manner. She said that originally only $10,000 had been allocated to contingency. The normal contingency rate is 10% on rehabilitation and restoration work. Reed said that he thought the equipment for sound and lighting was important. to the project. Established groups can bring their own equipment but he asked about local groups. Lim said that local groups had played at the Strand in the past and would continue to play there. One item that Banner had requested was a piano. At the moment they are renting one. Though it is not a high priority, a new piano would cost $4000. She recommended that none of the first five items on the scope of work be cut. Jones said she had heard that the Strand might make a second request for funds to ARC. Agency members agreed that it would be unlikely they would be funded for a second time. Reed said that fund raising could be used for stage equipment. He asked what would happen if the contingency funds were not spent. Lim responded that excess contingency funds would be used for priority 6 items. She said that cost estimates did not take into account the performace bond. This will increase all items by about 3%. Dolan said that when priorities were originally listed, exterior rehab and weatherization were listed first. Seats and other interior items could wait. Lim noted that the present seats were adequate and would not fall apart. She suggested the possibility of allocating leftover contingency funds to equipment rather than seats. Reed said that the scope of work as presented makes sense but added he felt uncomfortable that all lighting and sound equipment were dropped. He said he thought this might take away from the performace aspects of the building. He added that as it was an old building, good acoustics had been built in. After further discussion, Reed MOVED and Jones SECONDED that it be RESOLVED that the Chairman of the IURA/CDA is hereby authorized and directed to execute Amendment #1 to the February 4, 1981 Agreement between the CDA and the TCCCPA for the Strand Theatre Renovation Project contingent upon City Attorney and HUD approval . MOTION PASSED IURA/CDA June 8, 1981 page 3 Reed next MOVED that it be RESOLVED that the CD staff is hereby authorized and directed to submit for approval by HUD, ARC and the New York State Department of State, a revised Scope of Work and budget for the Strand Theatre Renovation Project. Jones SECONDED and MOTION PASSED. Reed MOVED that it be RESOLVED that the Chairman of-the IURA/CDA is hereby authorized and directed to execute an amendment to the February 4, 1981 Lease Agreement between the CDA, the TCCCPA and the owners of the Strand Theatre building to increase the lease term from 10 years. to 20 years, contingent upon City Attorney approval , and BE IT FURTHER RESOLVED that the City Attorney is authorized to negotiate such changes as necessary to bring the lease agreement into conformance with HUD requirements. Jones SECONDED and MOTION PASSED. Lim said that HUD approval should be forthcoming on or about July 1st. The architects would bid out the work at the end of July for an August 1 start. The construction work on the exterior would take about three months. Jones asked why the Strand had changed its position on using employees for simple construciton. Lim said that the decision was based on the Board's displeasure with the work done by the employees in the past. She added that it was not sure how long Mr. Banner would act as the director and that though contracting out the work was not the most economical way to handle it, it was the most expedient and improved the quality of the work. 3. Demonstration Rehabilitation Lim said that Agency approval was needed to allow INHS to draw down funds for the Demonstration Rehabilitation program. She said that this would allow INHS to save $33,000 from the High Risk Loan Fun . Prentice explained that when DINS took over the 312 progra^. from the Ruilding Department in September 1980, the agreement had been approved by the CDA but was delayed for a long time without signatures. INHS thought that final approval had been given and has been drawing funds for the program. Ten families had been helped prior to the final contract having been signed. If retroactive approval can be given, INHS will not have to take the money from their High Risk Loan Fund. Reed MOVED that it be RESOLVED that the IURA/CDA authorizes INHS to request payment for the Demon- stration Rehabilitation Program Loans made as of October 14, 1980, pursuant to the terms of the contract. Jones SECONDED and MOTION PASSED. IURA/CDA June 8, 1981 page 4 • 4. Citywide House Recycling Lim presented a draft Appendix A to the Citywide House Recycling Program. The format will be the same for all appendices "A", and will include an explanation of the goals and intent of the program. She said that the low/mod beneficiary goal within the target area would be 65% but that outside of the target area only low/mod families will be eligible (100%). This is because the NHS funding costs and write-down costs have become so high that in some cases only non low/mod families are able to purchase the larger, 2-3 bedroom duplexes. In the target area, in addition to the goal of assisting low/mod families, there is also the goal of concentrated neighborhood revitalization which is not true for houses outside of the target area. Van Cort said that because of rising housing costs, the CD targeting to low/mod families was getting an increasingly narrower slice of the market. Some families are too poor to afford the mortgage and others are too rich to be eligible. Only a very small percentage of families can both afford and be eligible for INHS assistance. Reed said that it was a constant dilemma for HUD that many of their neighborhood programs revitalized the poor right out of the community. He asked if INHS was alarmed at the effect improvements in the target area were having on costs. Prentice said that selling to existing neighborhood residents was NHS's first priority. Some buyers are the children of long time target area residents who presently do not live in the neighborhood but whose homes have been there in the past. Lim said that HUD will be pressuring for close-outs of Entitlement funds for Fiscal Year 1982. She asked Prentice to let the CD staff know if they begin to 'fall below their goals so contingency plans could be made. Jones MOVED that it be RESOLVED that the Chairman of the IURA/CDA is hereby authorized and directed to execute an Agreement/Cooperation Agreement with INHS for the Citywide House Recycling Program for $100,394 from Entitlement 509. Such execution to be contingent upon City Attorney approval and • $25,394 of such funds to be contingent upon HUD approval of Ithaca's May/June 1981 Reprogramming of Entitlement funds. Reed SECONDED and MOTION PASSED. • 5. Hillview Park A Draft Resolution authorizing the Agency to enter into an architectural services contract with R.S. Leathers for Hillview Park improvements was presented. Bordoni asked what the total cost of the work would be and Lim said it was down from the original $40,000 to $17,000. This is because the • scope of work has been decreased. The upset figure of $2500 is to take care of any contingency. IURA/CDA June 8, 1981 page 5 Jones asked if the city was prepared to maintain the park and Bordoni said yes. Lim said that there had been very few maintenance problems with Wood Street Park and Conway Park. Although the parks have often been vandalized, the parks are repaired and kept clean. It was agreed that when the BPW looks at the final plans, they should approve them only if maintenance access is provided. Reed MOVED and Jones SECONDED that it be RESOLVED that the Chairman of the IURA/CDA is hereby authorized and directed to enter into an architectural services contract with Robert S. Leathers, Inc., for Hlllview Park with an upset of $2500, such contract to include the standard CDA contract, the standard AIA contract for architectural services and a budget and scope of work and subject to City Attorney approval . MOTION PASSED. 6. Neighborhood Improvements III Evans presented the plans for the forthcoming curb cuts and sidewalk repairs for Northside and Southside. Discussion followed regarding improve- ments to curbs near the trucking outlet as opposed to curbing affecting residential areas. All Agency members agreed that CD funds should not be used for improvements to this industrial part of the neighborhood. A suggestion was also made that the policy of the city to have property owners pay 50% of the costs of curbing be waived for residential properties. Reed MOVED and Jones SECONDED that it be RESOLVED, that the IURA/CDA authorizes the BPW to bid out the drainage work in Northside and Southside as recommended by the DPW with the deletion of the south side of Franklin Street between 2nd and 3rd Streets and adding the east and west sides of 4th Street between Hancock and Adams Streets, and BE IT FURTHER RESOLVED, that the BPW be asked to waive the requirement that residential properties be assessed 50% of the cost of new curbs for this project. MOTION PASSED. IURA/CDA June 8, 1981 page 6 7. Audit Goldwyn explained that HUD requires an Audit every two years and that the time for the audit has come up again. He said that in response to ads placed to encourage responses from minority CPA's and women CPA's, two of the four responding audit firms were minority (other firms had applied after the deadline), Discussion followed concerning the four applications and the wide range of costs ($20,000 versus $2,800). Goldwyn recommended that Devillers and Allen be appointed. He said that staff has .heard good reports on their professionalism and that the competitive cost is due to their modest estimate of the time involved in the audit. Bordoni noted that HUD guidelines for the audit are very clear and that there should be no problem in following them. He said that it was too bad that no local firms had applied. Lim noted that the higher cost estimates could be reflections of inexperience with HUD required audits. She said that $3,500 had been budgetted for the audit and agreed with Goldwyn's recommendation to hire Devillers and Allen. After further discussion, Reed MOVED and Jones SECONDED that it be RESOLVED that the Chairman of the IURA/CDA is hereby authorized and directed to enter into an audit services contract with Devillers and Allen for a lump sum of $2,800. MOTION PASSED, 8. Technical Reprogramming Lim explained that by mistake, two different resolutions concerning technical reprogramming had been passed by the IURA: one on April 13, and one on April 27. She said that as the April 13th resolution more accurately reflected the Agency's intent, that the latter resolution be rescinded, Jones MOVED and Reed SECONDED that WHEREAS, two resolutions concerning technical reprogramming were passed by the Agency on 2 separate occasions, and WHEREAS, the earlier resolution, #226, adopted on April 13, 1981 , more • accurately reflects the Agency's intent, now THEREFORE BE IT RESOLVED, that Resolution "231 , adopted on April 27, 1981 is hereby nullified, and IURA/CDA June. 8, 1981 BE IT FURTHER RESOLVED; that the technical reprogramming of funds, frpm 206;c Support Services be reprogrammed to 520' upport Services, spectfiscall.r for the Martin Luther King, Jr, Celebration? rather than 513 CD Administration; as originally authorized in Resolution 1226, MOTION PASSED. 9, Green Street Parking Garage, • Linn asked the Agency to approve a resolution disencumbering _the :$590. rema nin9 in the. completed Green Street Parking Ramp project to be used on other public improvements which will relate to the Center rthaca project/ Jones MOVED that WHEREAS, the contract for the panels on the Green Street Parking Ramp has been completed with $590 remaining it the budget' now THEREFORE BE IT RESOLVED, that all funds remaining in U1O4 be disencumbered for future use on other public improvements related to the Center Ithaca project, Reed SECONDED and MOTION PASSED, 10. Standard CDA Contract • Lim discussed the changes to the CDA contract and asked the Agency, to approve it. Reed asked if the City Attorney had approved it and Lim s.ai� that_the resolution would be subject to City Attorney review- and approval Jones. MOVED and Reed SECONDED that it be RESOLVED that the IURA/CDA hereby approves the revised Standard CDA P9reement( Cooperation Agreement as attached, subject to City Attorney review and approval . MOTION PASSED. 11 . -Southside Center Bordoni asked that the Southside Center be added to the agenda. He said that the present director is leaving and that there would be no leader during the summer months, During the year, he said an error had been -made it bookkeeping and there was a substantial deficit in the center's, funds. He asked if staff had any ideas about finding funds to help with_ the new directors salary and asked if CD staff would be able to give the center assistance, IURA/CDA June 8, 1981 page 8 Lim said that at present there were no extra CD funds and that only rarely could federal funds be tapped for already incurred costs. The. center would have to apply first to another federal agency, be turned down by them and then apply again to C.D. Discussion followed and staff said it would give some thought to the problem. The meeting adjourned at 9:45. Respectfully Submitted, Approved, (A/1.-Ji L,(1( Natalie de Combray Jasmine Lim MINUTES IURA/CDA July 13, 1981 7:30 PM - P&D Office PRESENT: Raymond Bordoni , Chairman Herman Sieverding, Planner Stuart Stein, IURA/CDA Beth Prentice, Director, INHS James Dennis, IURA/CDA Dennis Meek, GIAC Board H.M. Van Cort, Director P&D Charles Manning, Director, GIAC Jasmine Lim, CD Administrator Robert Boehlecke, Architect Glenn Goldwyn, CD Planner Press The Mayor convened the meeting at 8:15. 1. Approval of Minutes Dennis MOVED and Stein SECONDED that the Minutes of June 8, 1981 and the Minutes of June 29, 1981 be approved. MOTION PASSED. 2. Hillview Park Planner Herman Sieverding updated the Agency on the Hillview Park project and presented a revised implementation schedule for the work. He said that as the city had failed to get the outside funds, only the matching funds set by the CDA would be used. Because of the lesser amount of money available ($18,000) , only parts of the initial improvement plan would be achieved. These improvements include grading and landscaping, step repair and repair to the retaining wall on the lower level . Committee persons Jones and Stein have met twice with architect Leathers and neigh- borhood representatives to go over the plans. All people concerned are satisfied with the plans and the committee met with the Board of Public Works to work out the implementation schedule. The bidding process would begin at the end of July, bid opening would take place on the 17th of August and the work would be completed by the end of October. Sieverding asked the agency to approve the schematics for the park and to authorize the DPW to go out to bid. Stein noted that the project was proceeding well and said that the process had been a good example of citizen participation. The community helped make all the decisions and what's occurring at Hillview Park is good for the neighborhood. Dennis MOVED that it be RESOLVED that the IURA/CDA hereby approves the schematics for Hillview Park as presented and authorizes the DPW to go out to bid with specifications based on these schematics and subject to BPW authorization to bid. Stein SECONDED and MOTION PASSED. 3. GIAC - Discussion and Approval of Priorities Lim explained that the CD staff was asking the IURA to approve putting the GIAC rehabilitation work out to bid without seeing the specifications. IURA/CDA July 13, 1981 page 2 Kathe Evans, the staff person responsible for this project, feels comfortable with the priorities. The proposed timetable for the work to be done is based on the regular scheduled BPW meeting on July 22 at which time they will give approval to go out to bid. Lim said that the plans will be available for IURA members to look at sometime before that date but she asked that the IURA consider giving their approval so that architect Bob Boehiecke can begin design work. Lim introduced GIAC Board member Dennis Meek. Meek said that, regarding the priority list, the Board would like all items approved even though security features and the kitchen renovation may not be done this year. Boehlecke said that in discussions with GIAC Director Charles Manning, it had been decided that the security screens on the doors and windows would require an `entirely new treatment as with their present design, security screens would make the windows unusable in case of emergency. Boehiecke added that playground lighting could still be considered. Lim said that it was important to begin the project before school opens and that the project was divided into two stages, the second stage slated for the January school break. Boehlecke said that by going out to bid in July it would not be possible, as originally intended, to get the work done before September. Stein asked if the expenditure of funds was included in the Resolution. Lim said no but that the staff would return to the agency for the bid award so that expenditures could be discussed. At this point, she said that staff only wanted to approve the priorities and authorize the DPW to go out to bid. Manning added that there were enough funds to cover all items except for the kitchen renovation. Stein asked if all health and safety items had been finished and Manning said yes. The Center is now up—to-code and the handicap access is the only necessity. It must be completed in 1981 and preferably in September. He said that handicap access was their major goal. Stein asked why, in the past, a shower room had been such a high priority. Manning said that GIAC was a neighborhood center that offered various sports, dance and excercise classes and that at present no showers at all 'exist in the building. The plans provide that there will be two showers in each bathroom. Boehlecke showed the plans to the IURA and noted that there was ample space to put them in without expanding the building. After further discussion, Dennis MOVED that WHEREAS, the IURA/CDA accepts the priorities for continued rehabilitaion work on the GIAC building as presented by Dennis Meek of the GIAC Board, and WHEREAS, the IURA/CDA authorizes design development and development of the bid specifications and plans for the projects, now THEREFORE BE IT RESOLVED that, if no special meeting of the IURA/CDA is scheduled for July 20 or July 27, 1981 , the IURA/CDA authorizes its staff to review the plans and specifications and to let the projects out to bid by late July/early August after the BPW has approved going out to bid on July 22. Stein SECONDED and MOTION PASSED. IURA/CDA July 13, 1981 page 3 Lim asked the Agency if they would like to see the bid specs before the next regular IURA/CDA meeting. The Agency agreed that if they were approved by the BPW it would be good enough. The Mayor asked Boehlecke why he had decided on the lift method of access as opposed to the ramp and Boehlecke explained that there was no adequate way to get a ramp inside the building because of lack of space. An exterior ramp would have been 54 feet long and would have interfered with the new tot lot in the front of the building. If a locker facility had been added to the building there would have been room. Without the addition, the lift r• is the second best way to achieve handicap access. The Mayor asked how a person will use the lift. Boehlecke said that a bell with an intercom button will be placed near the lift. The person will ring the bell and someone will come and turn on the lift. Door space is wide enough to allow for wheel chair passage. Bordoni asked if federal law dictated that doors had to change. Boehlecke said that they could not exceed eight pound pressure but the doors themselves were adequate. Meek added that according to Evan's figures, there was enough money to change the door pressure. Two handicap access toilets will also be needed. He said that only $13,000 was left in the Handicap Access budget but Lim said that there was enough if the total GIAC budget from Entitlement and Small Cities was considered. The lift will cost from $12 to $15 thousand, including all the accessory work. 4. Shelter for Battered Women Lim asked that this item be tabled as the subcommittee members were not present. She said that Task Force Director Pat Valls had asked that she distribute a letter to Agency members concerning ownership of the building. Stein asked if the Task Force owns a building yet and Lim said no, that some Board members want to resolve the ownership issue before committing themselves to locating a building. 5. INHS - Approval of Contracts Lim discussed the draft appendices "A" that had been sent previously to Agency members. She said that these appendices would be attached to the four new INHS contracts under the 1981-84 Small Cities program and added that subcommittee member Jim Dennis had reviewed them and saw no problem with them. INHS Director Beth Prentice explained that under the Rental Rehabilitation Program, the Board had felt uncomfortable making loans to landlords. She said that controls INHS would like might be difficult to enforce. After meeting with the INHS attorney, the INHS Board decided that they were unwilling to go into a major loan program that might be serving the wrong people. Stein asked if a final decision had been made by the INHS Board. Prentice said no. She hoped to be able to come back to the Agency to present suggested budget changes. INHS has run out of loan funds and is still looking into means to obtain funding from other sources, especially for administration. tuRA/CDA July 13, 1981 page 4 • After further discussion, Dennis MOVED that it be RESOLVED, that, subject to City Attorney approval , the Chairman of the IURA/CDA is hereby authorized and directed to enter into a contract with INHS for the 1981-84 Basic Rehabilitation Program for: $412,000 in 1981-82 for S401 .1 , S401 .2, S401 .3 and S401 .7; $479,000 in 1982-83 for S501 .1 , S501 .2, S501 .3 and S501 .7; and $491 ,000 in 1983-84 for S601 .1 , S601 .2 S601 .3 and S601 .7 and, BE IT FURTHER RESOLVED, that INHS is not authorized to proceed with the Basic Rehabilitation Program until the IURA/CDA has received HUD authorization to proceed with the FFY 1981 Small Cities Program. Stein SECONDED and MOTION PASSED. Dennis MOVED that it be RESOLVED, that, subject to City Attorney approval , the Chairman of the IURA/CDA is hereby authorized and directed to enter into a contract with INHS for the 1981-84 Mini Repair Program for: $25,500 in 1981-82 for S401 .5; $28,000 in 1982-83 for S501 .5 and $31 ,100 in 1983-84 for S601 .5, and BE IT FURTHER RESOLVED, that INHS is not authorized to proceed with the Mini Repair Program until the IURA/CDA has received HUD authorization to proceed with the FFY 1981 Small Cities Program. Stein SECONDED and MOTION PASSED. Dennis MOVED that it be RESOLVED, that, subject to City Attorney approval , the Chairman of the IURA/CDA is hereby authorized and directed to enter into a contract with INHS for the 1981-84 Carpenter Program for: $26,300 in 1981-82 for S401 .4; $29,000 in 1982-83 for S501 .4 and $32,100 in 1983-84 for S601 .4, and BE IT FURTHER RESOLVED, that INHS is not authorized to proceed with the Carpenter Program until the IURA/CDA has received HUD authorization to proceed . with the FFY 1981 Small Cities Program. Stein SECONDED and MOTION PASSED. Dennis MOVED that it be RESOLVED, that, subject to City Attorney approval , the Chairman of the IURA/CDA is hereby authorized and directed to enter into a contract with INHS for the 1981-84 House Recycling Program for $47,000 in 1981-82 for S402; $49,200 in 1982-83 for S502 and $52,000 in 1983-84 for S602, and BE IT FURTHER RESOLVED, that INHS is not authorized to proceed with the House Recylcing Program until the IURA/CDA has received HUD authorization to proceed with the FFY 1981 Small Cities Program. Stein SECONDED and MOTION PASSED. 6. Senior Citizens Center Tabled. wyG t. O La LC O LI cr t. - r ppr V va 1 of Hrcnl tectura1 Lontract Goldwyn explained that staff had interviewed three architectural firms regarding page 5 public improvements to West State Street between Meadow and Geneva 5treets. and recommended to the Agency that it approve the choice of Anton J. Egner and Associates. Dennis said that subcommittee members discussed the proposals and determined that Egner's firm was the best. He added that the Agency was familiar with Egner's work and that it had been satisfactory in the past. Stein MOVED and Dennis SECONDED that WHEREAS, the Small Cities Grant proposes that a series of Public Improvements be implemented along West State Street between Geneva and Meadow Streets (S306), and WHEREAS, Community development Staff has interviewed several architectural firms with respect to securing professional services for the imple- mentation of these Public Improvements, and WHEREAS, the firm of Anton J. Egner and Associates has performed similar services in an exemplary fashion, now THEREFORE BE IT RESOLVED, that: 1 . The Chairman of the IURA/CDA is hereby autho ttized and directed, subject to City Attorney approval , to execute an Agreement/Cooperation Agreement between the CDA and Anton J. Egner and Associates for the required architectural services at a sum not to exceed Twelve Thousand Three Hundred and Twenty Dollars ($12,320) with the following hourly rates : Principal Architect or Engineer $50 Senior Architect or Engineer $35 A & E Designer $30 Spec Writer, Estimator $30 Senior Draftsman $25 Draftsman/Technician $18 2. Such services shall be paid from line S207 or S306, West State Street Revitalization Project. MOTION PASSED. Stein asked if he could be on the Agency's subcommittee for the West State Street Project and Goldwyn said yes. Bordoni noted that the Energy Coordinator position had not been voted on during discussion of INHS contracts. Lim said that the resolution should have been included in the packet. Dennis asked if the coordinator would be a half time position. Lim said yes. The person would provide training and technical assistance related to energy conservation and would also provide a hands-on workshop. Stein asked if the service would be limited to the target area. Lim said yes, as far as the actual work in a home was concerned. Advice and help in weatherstripping, caulking and insulation would be available only to low income target area persons. However, workshops and classes could be open to the public. She said that the program was designed to complement the services offered by NYSEG who will conduct energy audits at no charge. The INHS Energy Coordinator will help people achieve the NYSEG goals. She said that the program would not exclude any people who come to the workshops and that the INHS newsletter will advertise the times and dates of the classes. Stein suggested that the workshops be advertised also in the local newspaper IURA/CDA July 13, 1981 page 6 as it is of interest to all . Dennis agreed and said that it should be open to anyone and that everybody could pick up useful hings at the workshops. Lim said that she would see that the Energy Coordinator would do this and Dennis MOVED that it be RESOLVED, that subject to City Attorney approval , the Chairman of the IURA/CDA is hereby authorized and directed to enter into a contract with INHS for the 1981-84 Energy Coordinator program. for: $9,500 in 1981-82 S401.6 ; $10,500 in 1982-83 for S501 .6 and $11.500 in 1983-84 for S601 .6: . , and BE IT FURTHER RESOLVED, that INHS is not authorized to proceed with the Energy Coordinator program until the IURA/CDA has received HUD authorization to proceed with the FFY 1981 Small Cities Program. Stein SECONDED and MOTION PASSED. 8. Community Arts Goldwyn referred to Appendix A of the draft contract for the Community Arts Program and noted that six sites are included for the arts workshops as originally proposed in their application. He said that the number of workshops will depend on CD funding and grants from the American the Beautiful Foundation. Without this latter, only 200 of the 240 workshops will be run. Goldwyn suggested that an operating budget should be attached and divided per workshop and that a clause stating the IURA`s preference of GIAC, the Southside Center and two housing projects as priority locations. As both the IURA and the Common Council had asked for ongoing evaluations of the program, Goldwyn has requested that the Human Services Coalition set up goals that can be later discussed with the Arts Council and the CDA.` , He hopes that a draft of possible goals will be ready to present to the Agency in September. He added that staff is receiving cooperation from the Arts Council and that the Appendix to the contract is only missing evaluation criteria. Goldwyn said he wanted to give time for the Agency to study the evaluation criteria before giving its final approval . Stein asked if the Human Services Coalition was charging for their evaluation draft and Goldwyn said no,: not at this level . If they were asked to do more they might begin charging. In any case, they would not be available until the next year as they will be working on their Revenue Sharing. Further discussion followed regarding the America the Beautiful Fund. The Arts Council has applied for $1000 from them. Stein MOVED that it be RESOLVED, that, subject to City Attorney approval , the Chairman of the IURA/CDA is hereby authorized and directed to enter into a contract with the Tompkins County Arts Council for the Community Arts Program for $20,000 from S408, and IURA/CDA July 13, 1981 page 7 BE IT FURTHER RESOLVED, that the subgrantee is not authorized to proceed until the IURA/CDA has received HUD authorization for the FFY 1981 Small Cities Program. Dennis SECONDED and MOTION PASSED. Dennis said he appreciated Goldwyn's efforts to set up an evaluation form for the program as it will be very useful for both the Agency and Common Council . 9. Neighborhood Improvements Lim asked that the Agency approve exploration of the possibility of making a deal with the property owners of the Norton Electric site and the P&C site in Northside to see if some arrangement could be made whereby the property owners would agree to make some improvements to their land in exchange for all the curbing to be paid from CD funds. She explained that the BPW did not feel comfortable with the distinction made between residential and non-residential properties. Although they are willing to waive the assessment of new curbing abutting residential property as suggested by the IURA at their last meeting, they are unwilling to assess non-residential properties. They would like those assessments made by the CDA but HUD regulations forbid such assessments except under special circumstances that do not apply in the present instance. Van Cort asked if the commercial properties could voluntarily pay half the costs but Lim said that CD cannot accept donations. Stein suggested that CD build half the curbing, on one side of the block, and that the property owners pay for the other side of the block. Lim said that might be a possibility. Dennis said that during the improvements of the Elmira Road, merchants did not pay for their share of the improvements as they had verbally agreed to do. As no prior, legal arrangements were made with the merchants, the city ended up by losing a considerable amount. Bordoni asked the total cost of the project. Lim said that the maximum would be $50,000 which was the amount budgetted for the project but probably less as the scope of work has been reduced and the construction bids this year have been low. Dennis asked what Lim wanted in the agreement and Lim said some assurance that the amount the commercial properties were saving on the assessment be spent on some improvement beneficial to the neighborhood. She said that both properties were key eye-sores in the neighborhood as there were no buffers between the parking lots and the street. As blighting influences, they were both good candidates for the Commercial/Industrial Property Improvements project. After further discussion, Dennis MOVED &Stein SECONDED that it be RESOLVED, that the CD staff is hereby authorized to negotiate agreements between Stu Lewis, owner of the Old Great American site, and First and Adams, Inc. , owner of the P&C site for on-site improvements in exchange for new curbs adjoining their properties, and IURA/CDA July 13, 1981 page 8 BE IT FURTHER RESOLVED, that the IURA/CDA intends to delete these projects from the Neighborhood Improvements III Drainage Project if no agreements are reached by August 7, 1981 . MOTION PASSED. 10. Administration a. Financial Procedures Chapter of Administrative Manual - Adoption Lim said that the Financial Procedures chapter of the Administration Manual puts into writing existing policy for new staff members. Important financial steps are detailed and the chapter is very straightforward. The chapter had been sent out prior to the meeting to Agency members. Stein asked why a resolution was needed at all. Van Cort said that it was not really necessary but that it was better to have formal approval . Dennis MOVED that it be RESOLVED, that the IURA/CDA hereby adopts the Financial Procedures chapter of the CD Administrative Manual as presented and authorizes CD staff to make any minor changes to the chapter as deemed necessary. Stein SECONDED and MOTION PASSED. b. Personnel Chapter of Administrative Manual - Adoption Lim said that the handwritten changes to the Chapter had been approved by the Agency's Personnel Committee and she discussed the additions and deletions of the new draft. Stein asked if the personnel training policy on page 7 was the same as the City's. Dennis said that different unions have different policies. Van Cort said it was in line with affirmative action. Lim noted that on page 8, an addition regarding Grievances had been included. The City will establish an affirmative action grievance policy that the CD office will be able to use. Also, on the same page, she noted an increase for gas allotment to 18V. This is the same as the City. Stein said that the State pays 20-21¢; Bordoni said that the Mayor and Council get 8t. Lim said that there were major changes in job titles and job descriptions. Titles were changed to better reflect the job represented. After further discussion, during which Dennis said that he and Reed, Personnel Subcommittee for the Agency, had spent a good deal of time over these drafts and had approved the recommended changes, Dennis MOVED and Stein SECONDED that it be RESOLVED, that the IURA/CDA hereby adopts the Personnel chapter of the CD Administrative Manual as presented, such chapter to supercede the Personnel Chapter previously adopted by the IURA/CDA in 1980. MOTION PASSED. IURA/CDA July 13, 1981 • page 9 c. Executive Session Stein MOVED and Dennis SECONDED that the Agency go into Executive Session to consider personnel matters. MOTION PASSED. The open meeting reconvened at 10:30. Dennis MOVED 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 increase from Step 1 to Step 2 of the 1981 CD Bookkeeper Salary Range and shall be retroactive to June 8, 1981 . Stein SECONDED and MOTION PASSED. Stein next MOVED that WHEREAS, an extensive selection process was used in the hiring of a''•CD Specialist in Spring 1981 , and WHEREAS, the selection process involved screening for persons who could potentially assume the CD Coordinator position, and WHEREAS, the IURA/CDA and the City of Ithaca have a hire-from-within promotion ✓ - policy, now THEREFORE BE IT RESOLVED, that the CD policy that a "reasonable number of candidates will be considered for every opeining to assure that the best person available is hired" is hereby waived for the hiring of a new CD Coordinator in Fall 1981 and that candidates for the new CD Coordinator will be from the existing CD staff. Dennis SECONDED and MOTION PASSED. Dennis MOVED that WHEREAS, Jasmine Lim will resign as CD Coordinator in Fall 1981 and has requested an unpaid leave of absence with continued medical insurance benefits after her vacation time is exhausted, and WHEREAS, such request is financially beneficial to the IURA/CDA, now THEREFORE BE IT RESOLVED, that the IURA/CDA hereby authorizes the Executive Director to grant Jasmine Lim an unpaid leave of absence with conti- nued medical insurance coverage paid by the IURA/CDA to extend through hospitalization in October/November 1981 (estimated latest date of official termination is November 30, 1981 ). Stein SECONDED and MOTION PASSED. Meeting adjourned at 10 :45. Respectfu.W Submitted ,2 Approved, • 4/ A. err.. Natalie de Combray Jasmine Lim, CD Administrator _ A t HILDA HUTSON IURA/CDA MINUTES d August 10, 1981 igiffii;14+ Planning & Development Department 7:30 P.M. YrA PRESENT: Clarence Reed, IURA/CDA k ciry4 IS$�. -- Anne Jones, IURA/CDA afti -8 Stuart Stein, IURA/CDA James Dennis, Vice Chairman, IURA/CDA Jasmine Lim, CD Administrator ter" Glenn Goldwyn, CD Planner Kathe Evans, CD Planner Herman Sieverding, City Planner Beth Prentice, Director, INHS Pat Valls, Director Task Force for Battered Women Joey Pierce, City Planner Press James Dennis called the meeting to order at 7:35. 1 . Approval of Minutes Stein MOVED and Reed SECONDED that the Agency approve the Minutes of the meeting held on July 13, 1981. MOTION PASSED. 2. Executive Session - Property Acquisition and Personnel Stein MOVED that the Agency go into Executive Session. Reed SECONDED and MOTION PASSED. The regular meeting reconvened at 8:05. 3. UDAG - Public Improvements Herman Sieverding reviewed plans for public improvements to the parking ramp side of the Center Ithaca project. He said that at the August 12 BPW meeting the authorization to go out to bid will be requested. If passed, the bidding process will begin on the August 17 through September 8. The bids will come before the Agency at their September meeting and work should begin the second week of September and be completed by the middle of November. Reed questioned the location of a tree on the northwest corner of the City parking lot. Sieverding said that Chuck Barber was also concerned about its location and a clearer drawing is forthcoming. Sieverdinq further explained that the owners of the property behind the project set back line have shown interest in their part of the improvements and are interested in costs. He said that more meetings have been set up and the work behind the set back line will be included as alternates within the bid package although the bid package will be presented as a single project. Reed asked about truck traffic patterns and noted that businesses depend upon trucking for deliveries. Sieverding said that this was being taken into account and that the traffic will travel counter-clockwise with trucks backing into the courtyard behind City Hall . He said that the unloading side of the trucks is on the right and that this system will permit easy IURA/CDA Minutes August 10, 1981 page 2 access to delivery doors. The traffic consultants are working on signage to clearly denote traffic flow. He added that all information is being sent to Center Ithaca developers who are responsible for the alleyway that runs between their project and the Home Dairy. Discussion currently revolves around the fact that merchants would like brick edges to match the rest of the improvements. The developers plan to pour concrete only. Sieverding has explained to the merchants that there is no UDAG money for the bricks and the merchants have asked the cost difference with the idea that they might chip in to pay that part of the alleyway improvement. Lighting will be provided on the walls of the alley but there is still a problem about whether the alley will be open all night due to security risks. Jones asked about refuse. Sieverding said there were different options. At present, Leathers' proposal to have screening walls for the dumpsters seems the most feasible. Stein asked how many parking spaces would be available and Sieverding said that there would be 101 spaces in the parking lot plus 7 more and 1 handicapped accessible one in the City Hall parking lot. Jones asked what will happen if the parking lot is not converted into retail within the next four to seven years and Sieverding said that the property would revert to the city. This would hold even if the ownership changed. Reed asked how development of the parking lot would affect delivery service and Sieverding said that the City holds ownership of the service access property. After further discussion, Jones MOVED and Stein SECONDED that it be RESOLVED, that the DPW is authorized to go out of bid on the UDAG Public Improvements , subject to BPW approval . MOTION PASSED. 4. West State Street Acceptance of ACC Report - West State Street Improvements CD Planner Glenn Goldwyn said that staff had decided not to ask for action on the report as the promised adjustments had not yet been received. How- ever, the essence of their findings was contained in a recent draft which the Agency had received for review. Issues concerning CD include the concept of public improvements along West State Street which was attached to the wall for-Agency consideration, and dollar amounts for the improvements. Referring to the drawing, Goldwyn explained that proposals included continuation of some aspects found on the Commons and in the first blocks of West State Street. This would include flaring curb corners at various junctions along the street. Reed asked if the flares would interfere with truck traffic and delivery as most unloading along State Street is done in the front of the shops. Dennis said that this had been a consideration before but that curb flares already in place have not interfered with bus or truck traffic. IURA/CDA Minutes August 10, 1981 page 3 Stein said he had gone with Goldwyn to visit proposed improvement sites and suggested that consideration to the validity of the flares should be discussed. He asked if the concept of the continuation of the flares was important and noted that each extension cost $70,000. Reed said that the money could be used in a much more useful manner and asked that the Agency drop the idea of the curb flares. All members agreed. Lim asked about proposed bus shelters. Goldwyn said that two bus shelters, on the south side of the street, were proposed. He noted that none were on the north side of the street. Stein said that this was just a first draft and Jones asked about the 200 block which was not shown in the drawing. Evans explained that $20,000 of CD funds had already been put into that block which included the Family Medical Center , curb cuts and brick edging. Reed said that this block should be included in the study to assure that it will be compatible with the rest. Goldwyn said that staff would return to the architects for more detailed plans. Jones asked how long it would be before the Agency heard from ACC. Lim said that staff had expected to receive the report that day. Goldwyn said that they are preparing pro-forma analyses for development opportunities and for other items discussed with the department. In terms of additional findings however, there would be no more supporting documents. Dennis noted that it was over 90 days since this material had been requested. 5. Shelter for Battered Women Lim asked that this Agenda item be discussed first because Jones had to leave the meeting. Anne Jones and Clarence Reed are on the subcommittee of the Shelter project. The subcommittee has met several times over the last few months to discuss ownership of the proposed shelter. The latest meeting had taken place that morning and Jones and Reed felt that the City should maintain ownership of the building. This decision is also shared by the City Attorney and members of the CD staff. Before development of a final lease agreement, Lim asked that the Agency review this decision and referred to a listing of the pro's and con's of City vs Task Force ownership. Jones said that the subcommittee feels the City should retain ownership but should lease the property to the Task Force at no rent for a 10 to 20 year period with an option to renew or reconsider lease arrangements after 10 years. The lessee would be responsible for maintenance but the City would provide an insulated and energy efficient building. She noted that the per-diem rate from the Department of, Social Services allows monies to go for the maintenance of shelter facilities and that funds could be set aside for this purpose. If the property needed initial rehabilitation, the City would do it but a standard of future maintenance responsibilities would be spelled out clearly in the lease agreements. • IURA/CDA Minutes August 10, 1981 page 4 Stein asked if this matter would go before Common Council and Lim said yes, that CD had promised to bring the issue back to them. She asked for a resolution from the Agency so that she could write a letter to the Task Force informing them of the decision and also to present for action to the Council . Task Force Director Pat Valls said that meetings between her Board and the Agency Subcommittee had been very good. She said she knew that the City was committed to human services but noted that the maximum incentive for Task Force members would be achieved through their ownership of the building rather than as lessee's of the City. She said that if the City owns the shelter the Board will fear City control of Task Force services. Dennis said that the City had previous experiences which , have resulted in greater desire to maintain control of certain properties. He said that in years to come the present Board and Task Force directorship may change and the Agency close and sell the building without..considering the original purpose of the grant. Valls said that so much would have to be added to the contract if the City owned the property. Reed said that the resolution would include the fact that the Task Force would be allowed maximum flexibility. He said that a good lease agreement provides protection to the Task Force as well as to the battered women it serves. The City will not want to dictate the program. Reed said that it is merely a paper issue and noted that other Agencies such as the GIAC were owned by the City with no interference problems. He MOVED that it be RESOLVED, that the IURA/CDA follow the recommendation of the City Attorney and proceed to develop a contract and addendum with the Task Force for Battered Women that allows maximum flexibility to the Task Force and retains City ownership. Jones SECONDED. She said that the Agency would feel very badly if the Task Force turned down the proposal . Dennis noted that the Common Council will find the offer attractive. He said that no Council member will want to be involved in the day to day activities of the Task Force and recommended that the building be located in the Target Area. Lim said that rehabilitation was not the only goal of CD activities but that the level of beneficiaries was also high priority. After further discussion, MOTION PASSED. IURA/CDA Minutes August 10, 1981 page 5 6. Cherry Street Industrial Park - Approval of Leasing Policy City Planner Joey Pierce presented a draft policy statement governing the leasing of the Cherry Street Industrial Park. The purpose of the policy would be to delineate the criteria which the IURA could utilize when choosing firms for the leasing of Cherry Street industrial sites. Aside from providing a set of internal working guidelines, the policy statement could also serve as a public statement on industrial development in Ithaca. The policy would be for the first two or three years of the leasing period and would be revised later if the policies were found to be unrealistic. Reed asked if this has been discussed with the City Attorney or with Cherry Street tenant Precision Filters. Pierce said no. Stein noted that the draft policy statement was made with clear cut assumptions about economic development. He said these assumptions should be discussed before taking action. The stated goal in the draft is that jobs is the number one priority for the park. Stein said he was not against employment in Tompkins County and noted that Tompkins County was second only to Westchester County in low: unemployment rates. However, he said, the traditional method of creating jobs is to raise the tax base Therefore, he asked, why not make capital investment a priority consideration when choosing lessees. Pierce said that when drawing up the draft he had considered the fact that the City's unemployment rate was not as low, as that of the County. Also, he said, the City as a whole is not the lowest in the employment scale. This might be accounted for because of the number of students. in Ithaca, Another consideration had been the city's original application for funding which had listed job creation as its major concern. Reed said that had been the outcome of CAC meetings. He said that job creation should continue to be the priority concern of the Industrial Park. Stein said he agreed and was just talking economics. If the city has accepted ARC funds with the commitment to developing jobs on a regional basis, then the city should keep to this policy. However, he said he thought that somewhere in the policy some mention of the tax base should be recognized. Dennis said that the tax base was mentioned in the draft under 'Goals ' . Pierce said that this was inherent in development and was not in conflict with job creation. With a large number of employees the payroll will be maintained within the community and the ultimate economic return to the city would be greater. Stein said that the increase in employment will show up in sales and in secondary jobs such as retail . The highest level of employment is in service industries. He asked why the park could not be filled up with this kind of industry. Pierce said that the Agency could wait for review by the City Attorney before taking action. Stein noted that this would be an IURA policy, not a legal one. After further discussion, Reed MOVED and Stein SECONDED that IURA/CDA Minutes August 16, 1981 page 6 WHEREAS, the City of Ithaca has constructed the Cherry Street Industrial Park in an effort to retain and create industrial jobs and to expand the tax base within the City limits, and WHEREAS, the Ithaca Urban Renewal Agency now holds title to the Cherry Street Industrial Park and will serve as the administering agent, and WHEREAS, the Agency desires to maximize the return to the City from the Industrial Park, now THEREFORE BE IT RESOLVED that the Agency hereby adopts the attached Cherry Street Industrial Park Leasing Policy to serve as the guidelines which the Agency will utilize in leasing land within the industrial park, ,and BE IT FURTHER RESOLVED, that the Agency will review this Leasing Policy annually and make all necessary revisions. MOTION PASSED. 7. Neighborhood Improvements III - (Drainage) - Award of Contract Evans said that CD funds for Neighborhood Improvements were down to the last dollars. All bids for the drainage project came in at over the amount of funds available. She therefore requested that contingency funds be unencumbered from previous Neighborhood Improvement line S305 and that item number 3 of the work description be deleted until the rest of the project was complete. She feels that as the city has a regular repaving and maintenance program, the new asphalt and concrete pavement part of item number 4 should also be deleted. She noted that though there were no residences along that portion of South Geneva street included in item #5, the drainage problems resulting from present conditions affect residences further on. The lowest bidder was a Cortland firm that has had extensive experience with road and sewage work. Everything seems to be in order with his bid except for the number of skilled and unskilled workers and women and minority workers. She will clarify this information but in the meantime asked the Agency to pass a resolution awarding them the project contract. Reed MOVED and Stein SECONDED that it be RESOLVED that the IURA/CDA unencumbers funds from S305 previously encumbered for Duryea and Wilhemi and Contingency. IURA/CDA August 10, 1981 page 7 MOTION PASSED. Reed then MOVED that WHEREAS, all bids for the six projects included in the Sidewalk and Curb Storm Drain and asphalt concrete pavement project of Neighborhood Improvements III came in at higher cost than funds available, and WHEREAS, the focus of Ithaca's Community Development Program is to enhance the residential environment of the target area, now THEREFORE BE IT RESOLVED, that, subject to BPW approval , the IURA/CDA reduces the specified projects to primarily directly benefit residences and include items number 2 (Second Street gutter, street and sidewalk work); number 5 (Geneva Street curbing); number 6 (South Plain Street drop inlets, gutter and storm sewer) ; number 1 (First Street between Hancock and Adams —curb, gutter and sidewalk) and a portion of number 4 (the east side of Fourth Street, curb and gutter), and BE IT FURTHER RESOLVED, that the IURA/CDA designates F.G. Compagni Construction Company as the contractor to carry out the job since they were the successful low bidders for the base project, and BE IT FURTHER RESOLVED, that the IURA/CDA sets aside $77,512 from line S305 for the project with all remaining funds available from S305 available as contingency, such contingency or part thereof not being used to be made available to complete the east side of Third Street between Hancock and Adams Street, and BE IT FURTHER RESOLVED, that the bid submission shall be reviewed by the City Attorney and that IURA/CDA shall be contingent upon his satisfactory review. Stein SECONDED and MOTION PASSED. 8. GIAC - Award of Contract Evans explained that alterations to the GIAC building had been separated into two parts due to the fact that work had to be done at separate times. She recommended that the plumbing part of the work be awarded to Giordano Construction and that the lift part of the work be awarded to Novarr Mackesey. Both contractors had submitted the lowest bids for the jobs. Evans said j she had reviewed both bids and that they look as though they are in order. IURA/CDA August 10, 1981 page 8 Reed MOVED and Stein SECONDED that it be RESOLVED, that, subject to BPW and City Attorney approval , the contracts for GIAC Miscellaneous Alterations be awarded as follows: Contract #1 to Giordano Construction for $15,800.00 Contract #2 to Novarr Mackesy Construction for $14,423.00 Such amounts to be encumbered against lines 519 and S207 in addition to encumbering $3,000.00 for contingency funds. MOTION PASSED. 9. Code Enforcement Goldwyn said that the city was prepared to enter into a contract with the Building Department for Code Enforcement in the CD Target Area. This code enforcement program is to encourage the physical upgrading of the housing stock in the Target Area. Goldwyn said that the only adjustment was to the number of houses stipulated as the goal for inspection in the first year. The number of houses to be inspected per year is 120. Reed MOVED that it be RESOLVED that, subject to City Attorney approval , the Chairman of the IURA/CDA is hereby authorized and directed to sign a contract with the City Building Department for Code Enforcement in the CD Target ARea for $8,000 in 1981-82 (S403.1 ) , $8,600 in 1982- 83 (S503.1 ), and $9,500 in 1983-84 (S603) , and BE IT FURTHER RESOLVED, that the Building Department is hereby authorized to proceed with this program upon execution of the CDA contract. Stein SECONDED and MOTION PASSED. 10. St. James AME Zion Church Lim explained that $4,500 was relocated as a contingency fund for AME Zion in the recent reprogramming process. The reprogramming has not yet been approved by HUD and at present an additional $1 ,700 is needed to finish IURA/CDA August 10, 1981 page 9 the nearly completed project, As $10,000 of unencumbered funds, still remains in the Historic Preservation line, Lim asked the Agency to pass a resolution encumbering $4,500 from this line as contingency for the St. James AME Zion Church. She said that the added cost of $1 ,700 was the result of the unexpected conditions found beneath the under-siding of the church structure. Stein asked why, if $1 ,700 would take care of the problem, it was necessary to encumber $4,500. Lim said that it was better to have more than needed in case other unexpected contingencies occurred. Reed MOVED and Stein SECONDED that WHEREAS, the IURA/CDA has allocated $4,500 in reprogrammed entitlement funds for a contingency fund for the St. James AME Zion Church exterior restoration project, and WHEREAS, HUD has not yet approved the proposed reprogramming, and WHEREAS, $10,000 is currently unencumbered in line 517-Facade Improvements/ Restoration, now THEREFORE BE IT RESOLVED, that $4,500 from line 517 be encumbered as a contingency fund for the AME Zion Church exterior restoration project. MOTION PASSED. Stein asked what would happen if this money was not used on the church. Lim answered that it would return to the unencumbered line. 11 . INHS Rental Program Reed MOVED that it be RESOLVED, that INHS is hereby authorized to proceed with the Rental Rehabilitation component (S401 .3, S501 .3 and S601 .3) of the Basic Rehabilitation Program. Stein SECONDED and MOTION PASSED. 12. Administration Lim asked the Agency to authorize staff to advertise the upcoming CD Administrator position. Stein asked who would select the Administrator and Lim said that Executive Director Van Cort had authorization to hire at steps 1 - 4. Reed MOVED and Stein SECONDED that it be RESOLVED, that the CD staff is hereby directed to regionally advertise the CD Administrator pisition and is hereby authorized to proceed with the selection and hiring of a CD Administrator. MOTION PASSED. IURA/CDA Minutes August 10, 1981 page 10 Lim said that a special meeting on Hillview Park would be needed to take action on the contract. CD Staff will notify Agency members when the meeting will take place. The meeting adjourned at 10:00 P.M. Respectfully Submitted, , proved, .//1/;(404F ' Of Natalie de Combray Glenn M. Goldwyn co c IURA/CDA gial MINUTES = OCTJ -- September 14, 1981 eft N 1-jt 7:30 PM - Planning and Development Office ttl ,Ny ■ PRESENT: Mayor Bordoni , Chairman, IURA/CDA Jasmine Lim, CD Adminis for James Dennis, IURA/CDA Kathe Evans, CD P1 ner Anne Jones, IURA/CDA Glenn Goldwyn, CD Planner Stuart Stein, IURA/CDA Herman Sieverding, P&D Clarence Reed, IURA/CDA Joey Pierce, P&D H.M. Van Cort, Director, P&D Press The Mayor convened the meeting at 7:35. 1 . Approval of Minutes Stein expressed his concern about the accuracy of his statement regarding the City's economic policy but did not ask for changes to the Minutes. Jones asked that the comments attributed to the Subcommittee of the Shelter for Battered Woman read, on page 3, number 5, first paragraph, 3rd line: "that the subcommittee and staff had also met several times with the City Attorney." In the second paragraph, Jones asked that it be conveyed that: "the lessee will have the responsibility for the upkeep of the rehabilitated facility. The original rehabilitation costs will be eovened within the $47,500." Two other amendments to the August 10, 1981 Minutes were: 1) on the top of page 3 it should read that each curb extension would cost $10,000. The total cost of seven curb flares would be $70,000. 2) on the top of page 8, the GIAC Resolution should read that the amounts are to be encumbered against lines 519 and S206. Reed MOVED that the Minutes of August 10, 1981 , as amended and corrected, be approved. Dennis SECONDED and MOTION PASSED. 2. Executive Session Dennis MOVED and Reed SECONDED that the Agency meet in Executive Session to discuss leasing matters pertaining to the Cherry Street Industrial Park. Reed also asked that the First Baptist Church and Personnel matters be discussed at the same time. MOTION PASSED. Executive Session convened at 7:45. The regular meeting reconvened at 9:15. No action was taken on Cherry Street. Regarding the First Baptist Church, Dennis MOVED and Reed SECONDED that it be RESOLVED, that the CD staff is hereby authorized and directed to formally request that the Board of Trustees of the First Baptist Church provide the IURA/CDA with a proposal for use of $10,000 in CD yZC • IURA/CDA September 14, 1981 MINUTES page 2 Entitlement funds, previously committed for exterior renovation f of the church,,by the October 12, 1981 meeting of the Agency, with the understanding that if no such proposal is provided, the $10,000 will be reallocated for another use related to Facade Improvements/Restoration, and BE IT FURTHER RESOLVED, that it is explicitly understood that any proposal submitted will be reviewed and acted upon by the IURA/CDA in accordance with applicable governmental laws, regulations and policies. MOTION PASSED. Dennis next MOVED that it be RESOLVED that the Chairman of the IURA/CDA is hereby authorized and directed to enter into a staff contract with Katherine D. Evans, CD Planner with the following terms and conditions: 1 . Annual salary at step 5 of the CD Planner salary range effective August 1 , 1981 . i 2. Other terms and conditions to be the same as in Ms. Evans' existing staff contract. Jones SECONDED and MOTION PASSED. 3. Cherry Street Landscaping Herman Sieverding summarized the status of the Cherry Street Landscaping project. He said that Buildings and Grounds supervisor Ed Lynch had offered to provide free labor towards the landscaping project if he could get approval to use the $5354 of CD Entitlement money set aside for the project last spring. Sieverding said that Lynch was looking into acquiring trees suggested by the landscape architect. He recommended that the Agency authorize encumbrance of the CD funds towards purchase of the plants and trees and that Clynes, Lynch and Van Cort be authorized to bid out and award contracts for the project so as to be able to complete the project by this year's planting season. Jones said she thought that the trees would come from Lynch's tree budget. The Mayor noted that without the free labor, CD would have to pay for both the trees and the labor. Sieverding said that Lynch was providing 15 trees from i • IURA/CDA September 14, 1981 MINUTES page 3 his budget as well . Dennis asked if that would mean other city areas would go without trees and Sieverding explained that the extra trees were available because CD had spent so much on trees within the target area. Reed MOVED and Dennis SECONDED that it be RESOLVED, that $5,354 of CD Entitlement money (line 501) be encumbered for the purchase of plants and trees for Cherry Street Industrial Park and that Messrs. Van Cort, Clynes and Lynch be authorized to receive and award purchase bid(s) for planting material. MOTION PASSED. 4. UDAG Public Improvements _ .___. Sieverding referred to his memo of September 10th. He said that bids for the Ithaca Center Public Improvement project had been received and that the low bidder was Giordano Construction for $171 ,600. He requested a 15% t contingency fund ($25,740) leaving a balance of $19,967 for public improvements. He asked that the Agency move to award the contract to Giordano. Stein asked if it was not up to the BPW to award the contract. Sieverding said yes but that it was part of the ordinary process for the IURA/CDA to also authorize the contract award. Dennis MOVED and Reed SECONDED that it be RESOLVED, that Giordano Construction Company be awarded the construction contract for the UDAG portion of the Public Improvement Project (line U107) for the amount of $171 ,600 and that a contingency fund (line U108) be set up in the amount of $35,740. MOTION PASSED. East Hill Benches Kathe Evans explained that during the reprogramming process of Entitlement funds, Ithacare had requested $1500 for the acquisition and installment of three benches to be placed in convenient locations between Quarry Street corner and the East State Street tuning fork. She said that she has spoken with alderperson Schuler, Ithacare and the Easthill School housing developer (Sawtooth) to discuss possible locations for the benches. As there is not much space on East State Street between the curb line and the sidewalk, it has been determined that most of the benches would have to be placed further back on private property lines. Under investigation are the corners of Stewart and East State Street where there is an existing retaining wall ; on private IURA/CDA September 14, 1981 MINUTES page 4 property at Ferris and East State and between D'Paul hairdressing and Arnold Printing. She said that she is in contact with the property owners to gain their approval . Two other possibilities would be in front of Sage where City Engineer Phil Cox has said that old metal railings could be torn down to make space; and Sawtooth has expressed a wish to have a bench near the bus stop nn the corner of State and Stewart Streets. Evans said she has had many refusalsfrom private property owners because of the fear of increased trash and traffic problems. Regarding the benches themselves, Evans showed illustrations of the proposed bench style with wooden slats as opposed to metal . She said that if there was any money left over after the benches were placed, funds might be used to complete the Hillview Park project. After further discussion, Reed MOVED that WHEREAS, representatives from East Hill have reviewed bench design and location for the 5th Year Entitlement Project, Neighborhood Improvements, Project number 522, and, WHEREAS, staff are ascertaining with the property owners that they are willing to have the benches on their land, now THEREFORE BE IT RESOLVED, that staff are authorized to order and disperse funds for materials and installation of three benches, up to a maximum of $1 ,500, and BE IT FURTHER RESOLVED, that, if there are funds remaining in this line, it shall be used to complete park improvements at Hillview Park. Dennis SECONDED and MOTION PASSED. 5. West State Street a. ACC Report Goldwyn summed up the main points contained in the final document presented to the Agency by the American City Corporation. Referring to his September 10 memo that accompanied the West State Street Development Program, Goldwyn out- lined the recommendations of staff and noted that the thrust of the analysis was a market perspective showing that the city had a clean bill of health through 1990. Although the analysis does not yield an extensive strategy for West State Street or the West End, Goldwyn said that the document suggests some sound strategies which the Agency can consider. He noted that a development site plan indicating circulation patterns and related information will be included in the final document and that a series of economic development pro- formas have also been received and are being used as internal documents by staff. IURA/CDA September 14, 1981 MINUTES page 5 Reed MOVED that the draft resolution #5a, as presented by the Agency, be passed. Dennis SECONDED the motion. Stein said that he had spent a lot of time with the report and was prepared to vote to accept it but just barely. He suggested that the clause in the draft resolution stating that "the IURA/CDA is satisfied that the delivered report represents a useful tool for deliberation and implementation of the budgeted CD funds for the project" is a questionable statement. He suggested that this clause be struck from the final resolution. SECONDED this amendment and all Agency members agreed. Jones said she would like to see a clause stating that acceptance by the Agency was based on CD staff recommendation. Stein noted that most resolutions were based on staff recommendations but that it was not usually put into the body of the resolution. Lim said that staff had no objections to it being part of the final resolution and the following resolution was PASSED WHEREAS, the IURA has contracted with the American City Corporation (ACC) for the preparation of a West State Street Development Program, and WHEREAS, the IURA/CDA staff recommends acceptance of this report, now THEREFORE BE IT RESOLVED, that the IURA/CDA accepts the West State Street Development Program as submitted by the American City Corporation and hereby authorizes payment for the contracted services. 5b. Public Improvements Goldwyn said that he had prepared a slide show on the West State Street improvements but because of the lateness of the hour it was decided to save it for another time. He said that he and Stein had met with architects Egner and Adelman and requested that the project scope be reduced to its original $100,000 budget. The scope of work was therefore scaled down to include only one curb extension and planter (at the corner of Meadow and West State Streets) , curb cuts, lawn replacement and miscellane-ous pavement and driveway repairs. He said that some of the original tree placement plans had proved to be difficult or impossible because of existing signage or fire hydrants, etc. so that 59,instead of 75, trees would be planted. • At a meeting of the BPW it was recommended that the architects be given permission to bid out the work so that improvements can begin. Goldwyn noted that the architects had suggested the addition of a tower or some other means of highlighting the corner of Meadow and State as the entrance to a commercial area but that this would be above the budget. Also not included in the present proposal is the parking lot treatment behind the VFW. He asked that the Agency concur with the scaled down version of the proposal and consider including some kind of treatment to the parking lot as an alternate in the bid form. The Mayor asked if the VFW was agreeable to the parking lot improvements. Goldwyn said that none of the public improvements take place beyond the private property line. Dennis asked Stein what he thought and Stein said everything was as Goldwyn described. He said that it would be an aesthetic IURA/CDA September 14, 1981 MINUTES page 6 improvement and agreed that a tower on the corner of Meadow and West State Streets would be a good idea. Jones said that she wanted the dollar amount included in the resolution. Lim said that it would be put in at the time of the contract award. Jones asked what it would cost the City in its regular budget to maintain these improvements. She asked if there were any estimates. Van Cort said that the city will only maintain the trees. Evans noted that in the Northside/Southside tree, planting project a guarantee had been included in the contract and therefore the contractors watered the trees. Goldwyn said that this had not been done in the Peripheral Streets project and was not foreseen in the present project. Bordoni said that where the planters are located, some property owners will have to take care of any mess. Goldwyn said that the one proposed planter was adjacent to a trash can and that the owner had asked that the trash can remain. After further discussion, Dennis MOVED and Reed SECONDED that WHEREAS, the physical upgrading of West State Street has been a consistent priority for the Northside and Southside residents as evidenced at Public Hearings and Citizen's Advisory Committee;(CAC) input to the Community Development program, and WHEREAS, the IURA/CDA has commissioned Anton Egner and Associates to prepare a schematic presentation proposing a series of tree plantings, sidewalk improvements, curb cuts for the handicapped, and similar improvements , and WHEREAS, the Community Development Staff has presented the schematic plan on an individual basis to the vast majority of the owners and tenants of the project area, and scaled down the level of improvements from the original scale to an acceptable level in cooperation with the architect, the IURA subcommittee on the project, and the Board of Public Works, and WHEREAS, the Ithaca Board of Public Works approved the bidding of the most recent version of improvements for the project area, now IURA/CDA September 14, 1981 , i MINUTES !r page 7 THEREFORE BE IT RESOLVED, that the IURA/CDA grants permission to the architect to prepare the bid package for the approved public improvements for implementation in the near.future. MOTION PASSED. 6. 'Community Arts Program i Goldwyn asked that the Agency pass a resolution to accept the proposed evaluation mechanism for the Community Arts Program as drawn up by the Human Services Coalition, Community Arts Subcommittee and the TCAC. Stein MOVED and Reed SECONDED that WHEREAS, the IURA/CDA has entered into a contract with the Tompkins County Arts Council (TCAC) for the implementation of a series of Community Arts workshop which stipulated the creation of a draft evaluation mechanism to be prepared for the IURA review and acceptance, and WHEREAS, the TCAC has prepared the requested evaluation mechanism in collaboration with the Tompkins County Human Services Coalition and the IURA/CDR is satisfied that the program will be evaluated sufficiently through adherence to the submitted mechanism, now THEREFORE BE . IT RESOLVED, that the IURA/CDA accepts the proposed evaluation mechanism as meeting the contractural agreement. MOTION PASSED. 7. Sidewalk Repair Grants Goldwyn presented a draft resolution and explained that fewer than 12 approvable applicants (100% owner occupied and income qualified) for the sidewalk grants had been received. He stated that as the majority of them were prior INHS clients that the INHS implement the program. Jones asked how much each sidewalk would cost. Lim said that last year, each sidewalk cost about $500; $1000 for corner properties. IURA/CDA September 14, 1981 MINUTES page 8 Dennis MOVED and Reed SECONDED that WHEREAS, the City has programmed $30,000 for low-to-moderate income homeowner sidewalk repairs during the 1981-82 Fiscal Year (line S406) , and WHEREAS, qualified applicants during the current construction season number fewer than twelve, and WHEREAS, the : c' majority of the qualified applicants for the program during this construction season are prior INHS cli ants, now THEREFORE BE IT RESOLVED THAT 1 . The Community Devleopment Office is directed to turn over to INHS the names and addresses of the qualified sidewalk repair grant applicants for INHS implementation of the eligible repairs through contracted labor. 2. Upon completion of the contracted sidewalk repairs , INHS will certify to the Community Development Office the completion of the repairs which will in turn reimburse INHS for the costs of such contracts. MOTION PASSED. 8. Housing Prosecution Evans said that the draft Appendix A of the Housing Prosecution project had been sent to the City Attorney and to INNS for review. Comments from INHS regarded the fact that the Ithaca Housing Authooity and the County Section 8 program should also be contacted in terms of potential displacement and that INHS was not the only recourse for families residing in the city where housing prosecution was taking place. The City Attorney responded regarding the reimbursement schedule asking that the cost for attorney services be changed from $25/hr to $40/hr or that hourly charges be dispensed with and that the funds be paid to the city directly with the idea that they cover about 43% of the assistant's fees. Lim said that she would investigate the personnel costs and that to date no flat fee had been paid except for Code Enforcement. She said she did not know how to estimate if Ralph Nash would spend 43% of his time on the project. IURA/CDA September 14, 1981 MINUTES page 9 Stein referred to the draft Appendix itself and said that it sounded very harsh to give a definite number of prosecutions per year. He asked if the number "thirty" was a realistic goal. Lim said that Nash had given her that figure but that perhaps the term "prosecution" was not correct and should be substituted with the term "threat of prosecution". Stein suggested that it read that "thirty target area homes will be brought within compliance". ;, , Van Cort noted that the difficulties were mainly with the rental properties. Evans said that it may be a lengthy process until landlords see that the city is serious about bringing'all homes into compliance with city codes.,h Dennis MOVED and Jones SECONDED that WHEREAS, the City Attorney and the INHS have reviewed the contract for the 1981-1984 Small Cities Housing Prosecution project, now THEREFORE BE IT RESOLVED, that the IURA/CDA approves the contract with the City legal department at the present city rate for direct personnel costs for. up to $4500 for 1981-82(S403.2) , tip to $4900 for 1982-83 (S503.2) and up to $5450 for 1983-84 (S603.2) , and BE IT FURTHER RESOLVED, that the IURA/CDA authorizes and directs the Mayor to sign the contract. MOTION PASSED. 9. Community Gardens Reed MOVED and Dennis SECONDED that WHEREAS, HUD standards for property acquisition require an appraisal , now THEREFORE BE IT RESOLVED, that the Community Gardens Subcommittee be authorized to choose among proposals for an appraisal and authorize appraisal work to begin with the appraisal to be paid from line S407. MOTION PASSED. 10. Administration a. Audit Lim noted that the 1979-1981 audit report from Devillers $ Allen had been received and that it had included one finding and two recommendations. Although she said she was very pleased with the report, she said that the recommendation IURA/CDA September 14, 1981 MINUTES page 10 to adopt 8tgeneral ledger-7- )system would be less valuable to staff. The present system allows all non-accountant and non-bookkeeper personnel to understand and use the information it contains. The recommendation to segregate bank reconciliation and check writing has already been changed. Siewrattan writes the checks and Lim is reconciling the books. With regards to the questions on High Risk Loans, Lim said that she has asked HUD for a determination. She asked that the Agency pass a resolution accepting this report.. Stein MOVED and Dennis SECONDED that it be RESOLVED, that the IURA/CDA hereby accepts the, 1979-1981 audit report conducted by Devillers and Allen, CPA's and hereby authorizes and directs staff to work towards resolution of the audit findings contained in the audit report. MOTION PASSED. b. Blanket Position Bond Lim noted that this was a yearly payment costing $455 and covered all CD staff and IURA members. Reed MOVED and Jones SECONDED that it be RESOLVED, that the IURA/CDA hereby authorizes and directs CD staff to renew the Agengy's Blanket Position Bond for the July 1 , 1981- July 1 , 1982 period. MOTION PASSED. The Mayor adjourned the meeting at 10:30. Respe tfully Submitted, Approved, / -4 - qa444,uva ,o Natalie de Combray Jasmine Lim 1 MINUTES SPECIAL IURA/CDA MEETING SEPTEMBER 28, 1981 - 4:00 PM Planning and Development Office PRESENT: Mayor Bordoni ,. Chairman, IURA/CDA Katherine Evans; CD Planner Joey Pierce, City Planner Anne Jones , IURA/CDA James Dennis, IURA/CDA Clarence Reed, IURA/CDA Martin Shapiro, City Attorney The Mayor convened the meeting at 4:00 PM. Discussion centered around the Cherry Street Industrial Park lease agreement with Precision Filters. Planning staff member Joey Pierce said that John Barney, of Precision Filters , Inc. had requested IURA/CDA consent to sub-lease their premises to the Tompkins County Industrial Development Agency (TCIDA) . Pending this approval , Barney asked for additional IURA/CDA consent that the TCIDA in turn sub-leases a portion of the premises back to Precision Filters. After further discussion, Dennis MOVED and Jones SECONDED that: WHEREAS, pursuant to paragraph 10 of lease agreement between Precision Filters, Inc. and IURA, assignment of said lease agreement or any interest therein is prohibited without IURA approval , and WHEREAS, Precision Filters , Inc. , by John Barney's letter of January 9, 1981 , to Martin A. Shapiro has requested IURA execution of a consent to assignment agreement, and WHEREAS, said consent proposes subleasing of premises to Tompkins County Industrial Development Agency upon such terms as may be agreeable between Precision Filters , Inc. and Tompkins County Industrial Development Agency, and a sublease from TCIDA to Precision Filters , Inc. , together with a collateral assigment of any said leases or subleases to any financial institution or agency for the purposes of securing the payment Df indebtedness incurred in connection with the construction and equipping of the facility on said premises , now THEREFORE BE IT RESOLVED, that the Chairman of the IURA is hereby authorized and directed to execute said consent to assignment, upon approval of the City Attorney, and BE IT FURTHER RESOLVED, that said direction and authority is herewith granted and conditional upon IDA and any assignee or sublessee conformance with all provisions of the lease agreement between Precision Filters, Inc. , and IURA. MOTION PASSED MINUTES SPECIAL IURA/CDA MEETING SEPTEMBER 28, 1981 page 2 Bordoni next asked that the Agency take note of an occurence regarding the East Hill Benches. He said that a homeowner on the corner of East State Street Street and Steward Avenue had complained about the proposed bench location' as it will detract from *his property value. Evans said that the location had been chosen because it best served the convenience of the neighborhood elderly and handicapped and added that the proposed location was on public property. The Mayor said he concurred with the homeowner and asked that Evans relocate that bench. Evans said she had investigated 17 possible bench locations and there were only three where the location of benches was both feasible and where the owner would agree to the placement on his/her land. Relocation seemed impossible considering the effort already made. IURA/CDA members then agreed that if only two benches could be placed on East Hill , that would be satisfactory. The meeting adjourned at 4:30. Respectfully S ubm.tted, Approved, retticir/IzAt kt/a-e.,-5 Natalie de Combray Katherine Evans r • Joey Pierce • • es �i 7191 MINUTES IURA/CDA —.f DFC November 9, 1981 1 044 7:30 PM - Conference Room It ywf7l b. PRESENT: Mayor Bordoni , Chairman, IURA/CDA Glenn Glop CD Administrator James Dennis, IURA/CDA 'Aathe--k . 4', CD Planner Clarence Reed, IURA/CDA u ' ort, Director, P&D Stuart Stein, IURA/CDA Victoria Romanoff, Consultant Anne Jones, IURA/CDA Sarah Hector, Consultant Press Carol Sisler, Historic Ithaca The Mayor convened the meeting at 7:40 PM. 1 . Minutes Clarence Reed MOVED and Anne Jones SECONDED to approve the Minutes of the October 15th meeting. MOTION PASSED. 2. St. James AME Zion Church Consultants Romanoff and Hector presented a slide show of the resto- ration of the St. James AME Zion Church. The slide show depicted the work in progress from its beginning and demonstrated the processes involved in the restoration of the building. Romanoff noted that this was not a make-do project but a detailed and intense job of returning the building to its former state. Work included the stripping of the siding, the replacing and repairing of wood work, rehanging of doors, chimney reconstruction and stone foundation work, etc. Two rectangular window frames were found under the siding, part of the original archi- tecture, but it was decided by church members to retain the medallion window currently in place. To denote the former window placing, the architect has outlined their location with moulding strips. Romanoff also noted that during the restoration of the church, other homes along the street also went through a rehabilitation process, demonstrating the spin-off process of this kind of work. Carol Sisler of Historic Ithaca thanked the Agency for the funds that made the project possible and said that this was the first real restoration project accomplished in the city. Mayor Bordoni thanked Romanoff for her dedication to quality restoration work. CD Planner Kathe Evans asked the Agency to accept this final report on the restoraiton project and to reprogram the remaining $1.38.58 into the general facade/historic restoration line. Reed MOVED and Jones SECONDED that WHEREAS, the project architect has signed off on the completion of the restoration project for St. James AME Zion Church, and WHEREAS, the IURA/CDA has heard the final report from Historic Ithaca and their preservation consultant Victoria Romanoff and Associates, now MINUTES r , ' November 9, 1981 page 2 THEREFORE BE MeRESOINED, that the IURA/CDA accepts the final report and the restoration project reprograms the remaining amount of $138.58 frgu line 517b and S110 to 517d for general facade improvements/historic restoration. MOTION PASSED. 3. 1st Baptist Church Evans referred to the letter sent last month from the Board of the 1st Baptist Church requesting Agency approval to fund either the chimes or window restoration projects. Subcommittee members Jones and Stein met on October 28th to review the funding history of the church and discuss whether either of the proposals would enhance the historic structure and contribute to the community. Their decision was that the window restoration and chimes enhanced the building only marginally as a historic structure and contributed minimally to neighborhood improvement. Evans reported that HUD had indicated less interest in working on churches. She subsequently contacted HUD Representative Anna Walker who assured her that Historic Preservation on churches will continue but asked for full documentation.ot. lst Baptist funding to date. Evans said she hoped • HUD would approve- re roactive funding for this work as otherwise the _ Release of Funds process would take up to four months and hinder expenditure of 1st year Entitlement funds. by 1982. She said that once documentation is sent, HUD will render an opinion or give permission to release the funds to the church. Planner Jon Meigs and Evans are assembling the necessary documents , including a statement from the City Attorney that no local problem exists concerning the work or payment to the church. Evans noted that this was not an easy process but that it would be done by the end of the week. She would read the main body of the documentation to HUD on the phone before sending it in the hopes that response will be speedy. She said that if the funds are not spent by January 1982, further cutbacks may be made in the 2nd Year Small Cities grant. 4. Martin Luther King Jr. Celebration Evans said that Pat Paddio Reed, Committee Chairman for the Martin Luther King Jr. Celebration, had submitted a letter of refusal from the NY State Council of the Humanities to fund the celebration. The letter has been forwarded to HUD and release of funds should be forthcoming. She asked the agency to approve the contract for the activities associated with the celebration. Reed MOVED and Jones SECONDED that it be RESOLVED, that the IURA/CDA approves the contract with the Martin Luther King, Jr. Celebration Committee for various activities associated with the week, contingent upon contract review by the City Attorney. MOTION PASSED. MINUTES November 9, 1981 page 3 5. Community Gardens Evans updated the Agency on the status of the Community Gardens project. She referred to the memo from Martin Shapiro discussing the options concerning the purchase of the property as presented by attorney Pfann. Shapiro suggested that option number 1-A be chosen with the wording changed to "80% of the space to made available (rather than used) for gardens. " Regarding payment to owners in 1981 and 1982, Van Cort asked if it would not be possible to hold the money in escrow and Evans said it would. That process had been used for the GIAC purchase. Evans asked that the Agency approve the option and instruct staff to begin the appraisal process. She said that Request for Proposals have already been put together. Reed asked if the property were not used as gardens, whether the City would lose $40,000. Evans said no, not if the wording were changed. She said that $42,000 was in the project line, $40,000 for the purchase and $2,000 for the appraisal and other purchase services. Stein asked if these terms were the result of negotiations between the attorneys. Evans said yes, that Pfann and Shapiro met to discuss the terms and that Shapiro had stated the city would not be interested in a 20 year restriction. An 8 year restriction on the property was acceptable to both parties. She added that it was not clear if EOC would run the program after this period and said it might become a volunteer organization. Jones asked if the city could terminate the license with EOC after six months if there were problems. Dennis asked what the IURA would do if after four years there was a limited EOC program and the original Community Gardens people were gone. Evans said that other methods of making the land available could be, for example, that the plot availability could be adver- tized in the paper. The main thing to avoid would be to have the city run the gardening program as there are neither the funds nor the time for this purpose. However, Evans said that at this time only the price and purchase terms were being discussed. Other matters can be resolved during the licensing process. She added that the IURA is not bound by the appraiser's findings. The city can go somewhat higher or lower, depending on the wishes of the buyer and the seller. Stein said that this was a unique situation. He asked what would happen if the appraisal came in at 15,000, while it is known that the seller wants $40,000. Van Cort said that the appraisal should include different values using different assumptions. Evans said that this issue may come back to the subcommittee. Reed MOVED and Jones SECONDED that it be RESOLVED, that the IURA/CDA approves option 1-A as outlined in the Lockwood letter, changing the word "used" to "available" for garden purposes and that the appraisal process be begun. MOTION PASSED. 5a. Neighborhood Improvements Evans asked the agency to approve payment fo the final bill for the Neigh- borhood Improvements storm drains and sewer work, now completed. She said 'MINUTES November 9, 1981 page 4 that payment would be contingent upon the approval of city engineer Phil Cox. Dennis MOVED and Jones SECONDED that it be RESOLVED; that the IURA/CDA approves the final bill and payment for Neighborhood Improvements and authorizes payment thereon, contingent upon final approval of the City Engineer. MOTION PASSED. 6. Strand Theatre Evans asked that the Agency move into Executive Session to discuss the progress of the Strand Theatre project. She said that such a request was being made because 1) the financial status of a corporation was being discussed and 2) potential litigation against the city had been threatened. Dennis MOVED and Reed SECONDED that the Agency move into Executive Session. MOTION PASSED. The regular meeting resumed at 8:40. No action was taken. 7. Personnel The Personnel item on the agenda was cancelled. The meeting adjourned at 9:30. Respectfully Submitted, Approved, (7 ntocctx1,,t )1_,Natalie de Combray Glenn M. Goldwyn MINUTES SPECIAL MEETING IURA/CDA November 20, 1981 4:30 - Planning Office PRESENT: James Dennis , IURA/CDA Anne Jones, IURA/CDA Stuart Stein, IURA/CDA Glenn M. Goldwyn, CD Administrator H.M. Van Cort, Director, Planning Kathe Evans , CD Planner The meeting was called to order at 4:30. 1 . Extention of Urban Renewal Plan Goldwyn reviewed the issue of the possible expiration date of the Ithaca Urban Renewal Plan. Ther Urban Renewal Plan was crafted in June of 1975 and recorded in 1976. Its five year time frame runs from its recording date, thus the 1981 "expiration". The Plan document states that each annual Community Development Application constitutes an amendment to the Plan. From that item one might reason- ably assume that the City's recent (1981 ) Small Cities Application presents a three year extension to the Urban Renewal Plan to cover-the time frame through 1984. However, the Plan includes an area beyond the physical boundaries of the Community Development target neighborhoods , taking in Collegetown and the Inlet areas. The American City Corporation had raised the issue of either Collegetwon or Inlet developments as having adequate coverage in an urban renewal plan whose original project boundaries included these areas, but whose time extensions by amendment concentrated on the smaller geographic boundaries. When the issue was raised with the City Attorney, he concurred with the interpretation that the total plan, expanded boundaries and all , was carried forward by the CD Application/Amendment clause. However, in order to be fully covered, he suggested a resolution from the LURA to the Council confirming the larger boundaries by formally extending the time of the plan. Jones questioned the intent of the resolution. _ By her calculations, the Community Development Agency had "run out of juice" sometime in 1980, around April or so. Van Cort responded that it was determined that-because-the IURA was -appointed for.an indefinite period, and because they were-jointly serving as the CDA, and by nature of the afore- mentioned extensions to the URA Plan by each individual Community Devel- opment Application, the continuance of the CDA was neither in doubt -nor intended to be addressed by the resolution. The discussion turned to the topic of how long to extend the plan.- Dennis mentioned a five year option as being precedent. Stein suggested that the IURA was the agency charged with recapturing the land under the Green Street Parking ramp some seven years after the occurOcy of the Ithaca Center, should the developers fail to develop IURA/CDA MINUTES November 20, 1981 page 2 that parcel . Therefore, he suggested, the seven year extension would serve that objective. After further discussion Jones MOVED that WHEREAS, the Ithaca Urban Renewal Plan may be construed to expire in November o r December of 1981 , and WHEREAS, many of the Urban Renewal Programs are continuing, now THEREFORE BE IT RESOLVED that the IURA/CDA hereby recommends to the Common Council the continuance o f the Ithaca Urban Renewal Plan for a period of seven (7) years commencing on January 1 , 1982. Stein SECONDED and MOTION PASSED. 2. Neighborhood Improvements III Evans briefed the IURA on the current status of the Neighborhood Improve- ments Year III , Curb and Gutter Improvements Contract. The IURA had approved the release of the final payment to Compagni Construction at their regular November meeting. Additional sidewalk repairs- and -street paving was called for, items not envisioned in the original plans and specifications, and work which the prime contractor was unable to accomodate through limitations of his schedule. In order to facilitate these improvements, the BPW had bid the paving and sidewalk work to three separate contractors for each component, only two of which responded, one for each component. Evans introduced two resolutions geared to approve the formal bidding process and the award of contracts to the two bidders. Both Stein and Jones raised questions about the nature of the work. Both felt strongly that the work should be clearly documented as being beyond the scope of the original project, and, moreover, not the fault of the original contractor. Jones MOVED and Stein SECONDED that WHEREAS, unanticipated conditions have resulted in change orders and work modifications to the Neighborhood Improvements III storm sewer and drainage contracts which the contractor, Compa;gni Construct- ion Company, was not able to handle, now, THEREFORE BE IT RESOLVED, that, subject to written certification by Phil Cox, City Engineer, that the work was not envisioned in the IURA/CDA MINUTES November 20, 1981 page 3. Neighborhood Improvements III Storm Sewer and Drainage contract, and that the work was not required to be performed by Compagni Construction in compliance with that contract, and that the paving and sidewalk work does not involve contractor damages or negligence within the above mentioned contract, the IURA/CDA authorizes the informal bids for sidewalk and street paving in order to complete the project by Fall 1981 . MOTION PASSED. Jones next MOVED that it be RESOLVED, that the IURA/CDA authorizes acceptance of the sidewalk work bid on South Geneva Street from V. Giordano for $2,085 • and from Mancini Construction Company for 2nd Street paving -for $4,250 and directs staff to take actions to have these projects carried out subject to written certification by Phil Cox, City Engineer, that the work was not envisioned in the Neighborhood Improvements III Storm Sewer and Drainage Contract and that the work was not required to be performed by Compagni Construction in compliance with that- contract, and that the paving and sidewalk work does not involve contractor damages or negligence within the above mentioned contract. Stein SECONDED and MOTION PASSED. Evans next reviewed the progress of the most recently awarded series of improvements-at GIAC. She noted that the scope of the work currently under contract to Giordano and Novarr-Mackesey had been less than the full amount of work originally envisioned as priority improvements because the architect had placed a high estimate on the whole project cost. Competively arrived-at bids had committed project funds in an amount more than $10,000 under the budget. The project architect had requested prices on the balance IURA/CDA MINUTES November 20, 1981 page 4 of the priority and deduct alternate items from the two contractors involved, and was seeking IURA authorization to transfer $10,000 into a project contingency so that funds would be available for change orders. Stein voiced concern over the nature of the transaction and whether the work was a logical extension of a project scope due to conditions discovered during the progress of the contracted work, in which case a change order is the traditional and legal way to change the contract, or whether the work actually involved an addition of work items and compo- nents of a dollar value that should involve the specification of the work and subsequent competitive bidding, apart from the current City/Contractor contract. Evans responded in saying that some work was of the nature of change orders for unanticipaed work and some work involved reasonable extensions to the originally contracted work components, i .e. the items called for more extensive paintint while painting in the same vicinity of the building was under contract, and so forth. Stein suggested that the proposed resolution be reviewed by ttfe City Attorney prior to action being taken, and offered an amendment to the resolution toward that end. Stein then MOVED and Jones SECONDED that it be RESOLVED, that the IURA/CDA authorizes establishment of an additional contingency fund of $10,000 for GIAC Miscellaneous Improvements subject to review of the item by the City Attorney for compliance with applicable laws and regulations. MOTION PASSED The meeting adjourned at 5:45. Res tfu_lly Submitte enn M. Goldwy .41 iN MINUTES IURA/CDA December lei, 1981 7:00 - Council Chambers ACCO ��� PRESENT. James Dennis, Vice Chairman, IURA/CDA �qNl 4 Ct Stuart Stein, IURA/CDA i �9�� Anne Jones, IURA/CDA . /t N f� A Clarence Reed, IURA/CDA �` /'. H.M. Van Cort, Director, Planning Ale Glenn M. Goldwyn, CD Administrator Kathe Evans, CD Planner Herman Sieverding, Planning Joey Pierce, Planning Charles Werner, Vice President, TC3PA Board Press Vice Chairman Dennis called the meeting to order at 7:10. He asked that a motion to go into Executive Session be made in order to discuss the private financial details of the Strand and matters involving possible litigation. Jones asked if the Strand's not-for-profit use of public funds were going to be discussed and Evans answered that according to Public Officer's Law this was not relevant and that the status for not-for-profit organizations was not specified in the law. Goldwyn referred to a memo from the City Attorney stating t'iat any discussions of matters pertaining to the financial, • credit or employment history of the Strand may be conducted in an Executive Session. Stein noted that it was important to have this kind of input from staff as the IURA was not qualified to make these kind of decisions. He MOVED that the Agency go into Executive Session, Jones SECONDED and MOTION PASSED. Regular session recommenced at 7:50. OLD BUSINESS I. Minutes Stein asked that the Minutes of December 3, 1981 be changed on page two to correct the typographical error to read that Werner said that the TC3PA did not have legal counsel. On page 4, paragraph two, Stein asked that it be made clear that his statement regarding the Agency's inability to vote on the release of funds until approval was given by the City Attorney was his own opinion and not Agency policy. He MOVED that the Minutes of November 24, 1981 be approved and also that the Minutes of December 3, 1981, as corrected, be approved. Jones SECONDED and MOTION PASSED. II. Strand Dennis introduced the Vice President of the Tompkins County Center for Culture and the Performing Arts Board, Charles Werner, and explained that as the Mayor was unable to attend the meeting he was acting as Chairman of the Agency. Dennis added that the URA was in receipt of the memorandum MINUTES , 12/14/81 -2- from the TC3PA which answered some of the questions asked by the Agency at tlle., Deeegber 3 meeting. Werner said that he had brought more information fo•r` the ,gency's review: a statement from the IRS resolving the difficulties of the TC3PA by remaining current on taxes in the future; a brief summary of the debts paid over the last _'three months; the total of the debts still pending and an income statement for the period of 8/8o-8/81. He added that the time available to complete this information had been very little and that the Board had assembled the most they could in order to demonstrate the viability of the project and the present board's administration capabi- lities. Dennis asked him if he would like to discuss this information in Executive Session. Werner answered that since the information was not complete and there were no signatures attached, he would prefer if the figures were not publicly released. Goldwyn said that the Agency would have grounds to go into Executive Session to protect the Strand's confidentiality. Evans agreed and said that the City's contracts with the Strand and the TC3PA included this obligation. Stein asked if the figures were not open to the public since they should be on file and Werner responded yes, but they could not be considered final until they were signed and until that time they would not be filed. Dennis suggested that the Agency return the information to the TC3PA as otherwise it would become public record. Reed MOVED that the Agency go into Executive Session again to discuss the financial information just provided. Jones SECONDED and MOTION PASSED. The Press said that this should be a natter of public record and left the Council Chambers under protest. Regular session resumed at 8:25. Discussion followed concerning the questions asked by the Agency on December 3rd and answered in part in Werner's memo of December 14. Werner noted that the By-Laws had been amended to include • up to 15 Board members. He is now acting President and Colonel Thuesen is acting secretary. They are seeking a President and a Treasurer and plan also to hire a bookkeeper. Reed asked if there was a time table set up to put these officers in place. Werner said that there are a number of people interested but who are not ready to commit themselves until they know the status of the theatre. Stein asked if a financial report was available and Dennis noted that until this information was received the Agency could not act. Werner said that the Board is anxious to get a final decision from the city and asked what other information the Agency wanted. He said that all questions have been answered and wanted to know what would satisfy the Agency. Goldwyn said that the information submitted did not yet answer all the questions asked by the Agency. Werner said that certain records cannot be divulged and should not be made public. He said that complete access to financial records should not be asked as this was not, from a business standpoint, proper procedure. He added that only when filing for bankruptcy was this kind of information disclosed. Goldwyn said that HUD, on the recommendation of their legal advisor, STERPDB and the City's Attorney all have asked for this information and he asked what authority the TC3PA Board would accept before this information could be released. Werner said that he has never seen such a request from either HUD or STERPDB and said he would like to see these requests in writing. Werner said that the contracts protect the I - MINUTES 12/14/81 -3- city from any accountability if the theatre should fail. Van Cort said that the city very much hoped that the project would succeed but that the Board must understand the city's position. As an administering Agency, the city is requried to protect federal funds. Since the Strand has a history of financial problems, there is no guarantee that the situation will improve in six or eight months. Van Cort added that the city had to take into consider- ation any advice from the City Attorney and at present Mr. Shapiro was requesting full financial disclosure of their current status. Reed added that he appreciated the help of the new board in seeing the city through this difficult problem. Werner said he would follow up with additional documentation. III. West End Developments Planner Joey Pte.rce reported on the West End and said that plans for development of he area were still at the planning stage. He said that he would keep the Agency current of any changes that might occur in the near future. He said that Cherry Street had two other firms interested in locating there but that nothing has been resolved to date. Stein asked if the season's layoffs have had anything to do with the slow down of activities and Pierce said he did not know. Stein asked if the URA had any role to play regarding these layoffs and Pierce said that if they were strictly business layoffs, no. If the layoffs had to do with improper training of personnel the Agency could review the training projects involved. Van Cort noted that the same layoffs occurred last year and the they might be cyclical. Dennis said that Morse Chain depends on the automobile industry and that the slowdown there is related to the lack of car buying. Stein asked about the Economic Development Report prepared two years ago. Van Cort said that it had been a prerequisite_ to applying for EDA funds, but that since that time, EDA had been phased out. He said that if the EDA budget comes up again, the City can use the same OEDP but that in the interim the document still holds some usefull information. IV. UDAG Planner Sieverding reported on the public improvements project and discussed the various alternatives for the remaining funds in that line. He said that approxi- mately $35,000 will be left over and that the Agency should give some thought as to how these funds should be spent. He ref erred to his September memo listing some possibilities for spending the remaining funds as otherwise they would revert to the government. Van Cort said that the Mayor had urged him to ask Agency support for turning the surplus over to the Ithaca Center developers in the form of a loan or grant to improve the sidewalk between Green Street and the ramp. Although the Mayor had no particular preference as to the money's use, he said that it should be in a way most helpful to the developers. The Mayor said that the City has a responsibility to use the funds for the good of the Ithaca Center. MINUTES 12/14/81 -k_ Dennis suggested splitting the funds between use for the sidewalk and a loan. Reed agreed and said that the sidewalk work could be done and any remaining funds could be given in the form of a loan. He MOVED that the surplus funds be divided in two ways: that a grant be given to the developers to improve the curbing and sidewalk portion of Green Street and that the remainder be given to developers as a loan for any purpose they wish. The motion was not seconded. Stein asked what had happened to the Farmers Market. He asked if the URA could speak to representatives of the market regarding their disatisfaction with the space allotted to them under the ramp. Van Cort said that the City was not at liberty to require any action on the part of the developers except through negotiation. Stein said that it was the developer's responsibility to repair the sidewalk. Giving the money would be in the form of an additional grant and he said he thought it should be left to the developers to take care of. Van Cort said if the Agency does the work it will be done immediately. The developers may defer the expense until some future time. Stein said the central court space looked quite barren and asked if that space couldn't be improved with the remaining funds. Van Cort said the Agency would have to get in touch with the developers to see what they needed there. He suggested it would-zbe better to wait until some time had passed when it would be more certain how the space was going to be used. If a loan was given towards the : sidewalk repair, the pay-back money could be used for the open space when its needs are clearer. Dennis commented on the positioning of the pushcarts. He said that when the building was being planned there was a site-line through • the ground floor.Now it looks like a\Dungeons and Dragons set and he asked if revisions to the floor plan could be made. Van Cort said that anything could be suggested but that the URA has no control on any changes. He did agree that it looks overcrowded. Discussion followed about the alley. Agency members did not feel that it was very attractive but that bricking it over would require too much unnecessary work. Loans to the CVS owners for improvements to their property were not needed as they have agreed to do it themselves. Jason Fane, owner of the property behind Greg's, was not interested• in improving his part of the area. Another alternative suggested but not accepted by the City was to improve the sidewalk immediately in front of the City Hall building with the City carrying on the improvements on either side. (UDAG funds can only be used for the City property, ) After further talk the Agency decided to think about the various alternatives and make a decision at the next meeting. Van Cort again suggested that the funds loaned for sidewalk repairs to Green,Street • with the pay-back to be used for something else. NEW BUSINESS I. Senior Center Goldwyn referred to his December 11 memo regarding the rehabilitation funding for the Senior Citizen's Council building and asked that the Agency resolve to allow staff to proceed with the work described in the letter from Mr. Trim- 3 MINUTES 12/14/81 _5_ berger, President of the Senior Citizen's Council. • Anne Jones asked what would happen to the funds if the Council moved in two or three years and Goldwyn said that no provisions were made for that eventuality. He added that he was not aware of such a provision and that $2500 is slated to go toward architect fees for feasibility studies on expansion of the present building. Jones asked .if the architect fees were only related to that building and Goldwyn said yes. He said that Mr. Bagnardi, architect, was under a retainer from other fund sources to examine use of other property but the contract was concerned with their present location. Reed MOVED that WHEREAS, we have $1+125 programmed from line 519a for rehabilitation and improvements to the Senior Citizens Council property on South Geneva Street, and WHEREAS, the Council has submitted a list of eligible improvements for that purpose, now THEREFORE BE IT RESOLVED that the IURA/CDA hereby gives permission to proceed with the improvements as outlined in the letter from George Trimberger to Glenn Goldwyn dated November 11, 1981. Stein SECONDED and MOTION PASSED. II. GIAC • Evans asked approval for the GIAC kitchen renovation plans and said that they were,ready..to..go to bid. She noted that these were not the same plans as for the previous kitchenette on the ground floor but comprised the complete renovation of the basement kitchen, This kitchen is used for cooking classes and various functions such as the Martin Luther King, Jr. breakfast. She said that except for a few electrical projects, the $211000 left in the GIAC line is encumbered and will be spent by the end of February. Stein noted that the work was to be put out to bid and that no expenditures were to be made. Reed MOVED and Stein SECONDED that it be RESOLVED, that the IURA/CDA approves plans for GIAC kitchen renovation, subject to BPW review, and authorizes staff to put plans and specifications out to bid and bring bids back for IURA/CDA review and approval. MOTION PASSED. MINUTES 12/14/81 -6- Dennis reminded the Agency about the party for Penny Dolan, ILPC Director, who is leaving Ithaca. A reception will be held at the Clinton House on December 17, at 4:30-6:30. Following, there will be a dinner at the Cod- dington Restaurant. Dennis also mentioned that there will be a CD staff meeting with representatives from the Southern Tier East Regional Planning Board regarding the Strand. All TC3PA Board members and Agency members were invited to attend. Reed reported on the status of the Task Force for Battered Women. He and Anne Jones have met several times with the Task Force Board and are waiting for them to decide whether they will accept the proposition of the city. Jones said that the Board had raised many questions regarding the purchase of the building and had asked if more money might be available once the $47,000 was spent. They also asked about mortgage systems as used in Seattle. Reed said that the Board felt the city should arrange Task Force ownership but Reed had told_them the City was following present city policy. Evans noted that Seattle is an Entitlement City where each year's expenditures are less scrutinized than with discretionary grants. • Reed said that the Agency has done all it can do and that the Task Force must be urged to make a decision. He asked staff to contact their Board regarding their time table. Evans said that the longer they wait, the higher purchase and rehabilitation costs will be. She said that staff would bring back news at the next meeting. The meeting adjourned at 9:45. Respectfully Submitted, Approved,_,, a )--1‘-7 Natalie de Combray Glenn M. Goldwyn 1