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HomeMy WebLinkAboutRM 12-01-72Decen 10:3( Pres- )er 1, 1972 A. M. ling Officer: 1. IROLL CALL SOUTH BEND REDEVELOPMENT COMMISSION REGULAR MEETING 1200 County -City Bldg. Mr. Fred J. Helmen, 227 W. Jefferson Blvd. President South Bend, Ind. 46601 'resent: Mr. Fred J. Helmen, President Mr. John E. Chenney, Vice President Mr. Donald A. Wiggins, Member kbsent: Rev. Willie V. Williams, Secretary Mr. B. L. Wade, Asst. Secretary )thers Present: Mr. F. Jay Nimtz, President, Board of Trustees Mr. Terry S. Miller, Common Council Member Mrs. Janet S. Allen, Interested Citizen Mr. F. Darden Drews, Interested Citizen Mr. H. Edward Glaser, A.G.A. Realty Co. Mr. Allen E. Schrager, A.G.A. Realty Co. Mr. Karl G. King, Gen. Chairman, Downtown S.B. Council Mr. James L. Marchelewicz, WNDU -TV Reporter & Photographer Mr. Ed Perkins, South Bend Tribune Reporter Mr. Edgar Seybold, South Bend Civic Planning Association Mr. Jack L. Smith, Representing, Citizens for Historic Preservation Mr. Gene Stokes, Planning & Development Action Team, Inc. 1 Counsel: Mr. Charles A. Sweeney, City Attorney LPA Staff: Mr. Mr. Mr. Mrs Mr. Mr. 2. &PPROVAL OF MINUTES Minus appr( Lloyd S. Taylor L. Glenn Barbe Harrison Miller Helen S. King Edwin Bauer C. Wayne Brownell Mrs. Dorothy Z. Deane Mr. William Ellison Mrs. Dorothy N. Howell Rev. Billy W. Kirk Mr. John A. Kotzenmacher Mr. William E. Slabaugh )n motion by Mr. Chenney, seconded by Mr. Wiggins, �s of the Regular Meeting of November 17, 1972 were ted and unanimously carried. - 1 - the MINUTES APPROVED 3. IPPROVAL OF CLAIMS n motion by Mr. Wiggins, seconded by Mr. Chenney, the claim -- totalling $786,457.54 - -were approved for payment and u animously carried. P.E.A. CODE ENFORCEMENT E -3 Rehabilitation Grant Payments Castleman Construction & Lucille Tuberville, #20 -2 Bob's Home Improvement & Marion Moore, #30 -22 Rehabilitation Loan & Grant Payments ildred & Arthur Tabb, #42 -6 Iona N. Casper Replacement Housing Payment John & Maxie Whitaker Robert Foegley Contracting Co. I.B.M. Corporation Lewis F. Morrow John eese, Director of N.E. Neighborhood Center P.E.Al. CODE ENFORCEMENT E -5 Rehabilitation Grant Payments rdmore Home Improvement & Stell Micinski, #29 -12 Orman Podell Rehabilitation Loan Payment arold & Betty Rhodes Rehabilitation Loan & Grant Payment attie Walker B. & 1. Demolition Buffalo Paint & Supply Mrs. deva Haynes Rieth Riley Construction Co., Inc. Oscar R. Robenson Hubert M. Weaver - 2 - Total Total CLAIMS APPROVED $ 3,499.00 3,299.00 7,051.14 5.50 15,000.00 400.00 567.00 139.00 134.70 30,195.34 $ 2,703.00 526.00 5.50 11.00 27.50 82.60 125.00 6,754.09 10.00 25.00 10,269.69 3. PROJ APPROVAL OF CLAIMS (Cont'd) :CT EXPENDITURES ACCOUNT FUND R -57 South Bend Exterminating Co. PROJECT EXPENDITURES ACCOUNT FUND R -66 Relo6ation Pavments $ 30.00 Total 30.00 Karmel Korn Shop, #12 -5 $ 99.20 Karmel Korn Shop, #12 -5 - Paid to Barnes Electric Co. 442.00 Karmel Korn Shop, #12 -5 - Paid to Tri -City Moving 424.60 Karmel Korn Shop, #12 -5 - Paid to Ind. Bell Telephone Co. 25.00 Karmel Korn Shop, #12 -5 - Paid to Stickler Plumbing & Htg. 200.00 Arco Engineering Construction Co. C. Wayne Brownell Albert Bond Ronald E. Gettel I.B. . Midw st Demolition Corp. Owen Heating & Air Conditioning P.E. . Code Enforcement E -3 P.E.I. Code Enforcement E -5 Riet -Riley Construction Co., Inc. Sid'c Plumbing & Heating Co. Sout Bend Water Works Soutt Bend Exterminating Co. MERRY AVENUE PROJECT ReallEstate Purchase Pavments Kelly & Thelma Williams, #1 -10 Grady Morrow, #1 -30 Grady Morrow, #1 -26 & 1 -27 Relocation Pavments nna Kara, #1 -24 illiam E. Reynolds, #1 -4 arlene Hopkins, #1 -13 enry Chambliss, #1 -34 Dislocation Allowance Anna Kara, #1 -24 William E. Reynolds, #1 -4 Marlene Hopkins, #1 -13 Henry Chambliss, #134 B. & J. Demolition - 3 - 66,077.73 11.85 40.00 1,500.00 367.00 4,707.00 20.50 150,000.00 275,000.00 18,492.81 9.00 8.48 30.00 Total $ 517,45577 $ 11,100.00 3,225.00 2,400.00 300.00 300.00 195.00 300.00 200.00 200.00 200.00 200.00 27.50 Total 18,647.50 3. APPROVAL OF CLAIMS (Cont'd) Rede4el nt Revolvina Fund Payroll: November 16, 1972 through November 30, 1972 $ 17,479.43 Barry's Seat Cover & Auto Glass, Inc. 10.95 Car Rarts, Inc. 51.55 Craven's Hardware 79.24 Sandra Lee Daniels 4.50 Aust n Davis 10.30 I.B.M. 57.20 John M. Kouroubetes 17.80 MacMillan Co. 20.45 Manpower 9.Q0 Nort ern Indiana Public Service Co. 28.10 Schilling's Printing Co., Inc. 22.00 Singer General Tire, Inc. 38.02 Soutt Bend Exterminating Co. 30.00 Soutt Bend Hardware Co. 104.67 Soutt Bend - Mishawaka Area Chamber of Commerce 21.97 Soutt Bend Water Works 13.06 F. S einbrunner 30.00 Lloyc S. Taylor 18.11 Xeroy Corporation 694.80 Antor Briggs 200.00 Will Ella Starks 200.00 Martha Carter - Paid to Goodwill Industries 125.00 Total 19,266.15 URBAN REDEVELOPMENT FUND John Kimbel $ 230.00 John Kimbel 94.25 John Kimbel - Paid to I & M Electric 25.00 John Kimbel - Paid to South Bend Water Works 12.00 John Kimbel - Paid to Northern Indiana Public Service 15.00 John Kimbel - Paid to Southern Hotel 42.00 Total - 418.25 URBAN REDEVELOPMENT BOND REDEMPTION FUND merican National Bank of South Bend $ 91,375.00 St. Joseph Bank & Trust Company 98,745.00 Total 190,120.00 URBAN REDEVELOPMENT DISTRICT CAPITAL FUND ri- County News $ 55.44 Total 5 . GRAND TOTAL $ 786,457.54 MM 4. over tural Compa Contr ti on Proje reque :OMMUNICATIONS HUD letter dated November 16, 1972: This letter he signature of Mr. Mark Griffin, Chief, Architec- & Engineering, approves Julius O'Neal Trucking y, as the contractor for Demolition and Site Clearance ct No. 1, in the amount of $2,257.00, for the demoli- f four (4) houses, in the Northeast Code Enforcement t, E -3. Minutes of the preconstruction conference are ted. Mr. Chenney moved this letter be received and placed on file, seconded by Mr. Wiggins, and unanimously carried. b. HUD letter dated November 16, 1972: This letter over the signature of Mr. Mark Griffin, Chief, Architec- tural & Engineering, approves John M. Barnes Tree Service, as the contractor for tree trimming on Contract No. 1, in amount of $2,265.00, in the Model Cities East Code Enforce- ment Project, E -5. Mr. Wiggins moved this letter be received and placed on file, seconded by Mr. Chenney, and unanimously carried. c. HUD letter dated November 22, 1972: This letter over the signature of Mr. Stephen J. Havens, Director, Operations Division, along with a HUD audit report, on the -3 and E -5 Projects, consisting of four findings and their request for rectification of the findings. The comments are on the accounting procedures. Three of the four findings have been finalized. Mr. Chenney moved this letter be received and placed on file, seconded by Mr. Wiggins, and unanimously carried. d. Letter of Resignation dated December 1, 1972: Mr. laylor read his letter, addressed to the Redevelopment Commissioners submitting, with regret, his resignation from the Department of Redevelopment effective January 1, 1973, and expressed his appreciation for the opportunity the Commission afforded him as the Director for the past year. An a cerpt from his letter commending the Commission for their work: "This community is just beginning to see the accomplishment of the redevelopment work; that you gentlemen and former commissioners envi- sioned many years ago. It is to your credit that you possessed the foresight that you did. If I have had the responsibility back in 1966 for a decision to implement a redevelopment program of the magnitude of our downtown program I am not sure I would have had your wisdom. But now I believe the entire com- munity shares our enthusiasms for the ulti- -5- HUD CONCURRENCE, DEMOLITION CONTRACT NO. 1, E -3 HUD CONCURRENCE, CONTRACT NO. 1, E -5 HUD AUDIT FINDINGS, E -3 & E -5 EXECUTIVE DIRECTOR, RESIGNATION LETTER, EFFECTIVE 1 -1 -73 4. COMMUNICATIONS (Cont'd mate success of this program. Much is left to be accomplished but now the future is assured." "Again I wish to thank support. If I can be in any way, please do me. it you for your trust and of any assistance to you not hesitate to call on The Chair requested Mr. Taylor to supplement his letter with some remarks as to what prompted this situation: Mr. Tayl appr has moti The with at t co rd real shor comp engi has the proa or t Mr. Taylor said he was prompted by an opportunity from a private sector that he could not afford to pass up. Basically, the letter is responsive as to how he feels about the Commission and the program, and appreciates the Commission's support throughout his tenure. It takes everyone in a community to make it work. "The future of this community is so bright, I think it is just tre- mendous." He said he will be in the area and is willing to work with the Redevelopment Commission and staff as long as necessary. iggins made the motion that the Commission accepts Mr. is resignation, with regret, and also the Commission ciates the quality of leadership Mr. Lloyd S. Taylor ontributed to the Department over the past year. Said n was seconded by Mr. Chenney, and unanimously carried. hair said a year ago, the Commission started to negotiate Mr. Taylor as Executive Director, and he had some qualms at time on whether to take the position or not. The re- during Mr. Taylor's tenure speaks for itself. We are y on the move. Even though Mr. Taylor's tenure has been - -too short for me - -it is just fantastic what he has ac- ished in the twelve months. His knowledge of planning, eering, administration and his working with the staff ust been phenomenal. We will miss him, and I feel with omentum we have going, we can probably see the end ap- hing- -not immediately - -but maybe within the next year There is very little property left downtown, except a parcel here and there that is not sold, optioned or spoken for. There are some people in the area who have had considerable vision. The Chair said it is reassuring to know that Mr. Taylor will be in the area, as we will be leaning on his shoulder I be- lieve. The format of urban renewal is channeling into the Community Development Program and new laws are being passed which will change urban renewal. Much of urban renewal will 11 4. COMMUNICATIONS (Cont'd) have a broader scope. The Chair said: "We feel very keenly about you leaving, appreciate everything you have done for the community, and you are to be complimented in your new venture and we want to wish you well." The resident of the Board of Trustees, Mr. F. Jay Nimtz, requ sted permission from the Chair to speak: "On behalf of the Board of Trustees, I want to echo the words of Mr. Helmen, and also that the citizens of the community are indeed indebted for the courage, labor and hard work that Lloyd has given to the community. He, together with you gentlemen, has placed an indelible stamp on the future of South Bend. A year ago, searching and negotiating with Mr. Taylor, he certainly filled the bill and fulfilled it, and on behalf of the citizens I want to thank Lloyd for the hard work and time he has put into this." Mr. henney said he also feels the same and regrets that Mr. �aylor is leaving us. Mr. liggins said: "I think it has been well said. The reco d and facts speak for themselves. Talk is cheap, but iction is something else. The public should be aware the nl y way a community can get out of this tax cycle is by b ing a dynamic moving community. I am very happy to have been a part of it." 5. SOLD BUSINESS None. 6. INEW BUSINESS a. Disposition Parcel Pao. 4 -30A: The Redevelopment BID RECEIVED FROM Comm ssion of the City of-South Bend advertised to receive OFFICE ENGINEERS, INC., seal (d offers for the purchase of certain parcel of land DISPOSITION PARCEL NO. situ ted in the Central Downtown Project Area, at 10:30 4 -30A, R -66 A.M. E.S.T., on the 1st day of December, 1972: Parcel approximately 7837.5 square feet, designated as Disposition Parcel 4 -30A, with a minimum acceptable unit bid price of $13.588 square foot, total minimum ac- ceptable price, subject to survey, $106,500.00, with an estimated cost of rehabilitation, as stated in Legal Notice, at $126,500.00. - 7 - 1.i1 IEW BUSINESS (Cont'd The a vertisement appeared in The South Bend Tribune Novem er 3 and 8; and in the Tri- County News November 3, 1972. Mr. Lloyd S. Taylor, Executive Director, sub- mitted proofs of publications and proof of Legal Notice submitted to prospective bidders. This particular parcel was put up for bid with the under- standing the building was to remain and the successful bidder would have certain requirements to rehabilitate the building, as shown in the bid notice. This building is presently occupied by Hardy Shoes and HouSE of Fabrics located South of the old Max Adler Build- ing at the Southeast corner of Michigan and Washington, whic is now a parking lot, 47 feet directly North of the Office Engineers building -- actually two acquisitions. One tid was received, as follows: Office Engineers, Inc., prepared by Mr. Karl G. King, President, with a bid of $106,500.00, for Disposition Parcel No. 4 -30A, and agree- ing to perform all the rehabilitation work listed, esti- mated at a cost of $126,500.00, to comply with the Urban Rene al Plan and meet basic requirements of the City Build - ing ode and other related codes. An Irrevocable Letter of Credit, #1356, from the St. Joseph Bank & Trust Company, in the iggregate amount of $11,000.00, for the account of Office Engineers, Inc., was enclosed. Mr. arl King presented an architectural drawing for the prop sed renovation of the three -story building, located in tie 100 block of South Michigan Street. It is presently occu )ied by Hardy Shoes and the House of Fabrics. Office Engi eers are negotiating with these tenants to remain, alon with others interested. Mr. ing said their other building, located on Lincolnway East has been acquired by our Department for demolition and in acquiring this three -story building it will give them added storage to house their needs. Moti n was made by Mr. Wiggins the bid submitted by Office Engi eers, Inc. be received and referred to Commission Legal Counsel for review and recommendation. Said motion was seconded by Mr. Chenney and unanimously carried. b. Change Order No. 1 to Site Improvement Contracts A, B, C and D: This Change Order is for revisions in work- - primarily for the elimination of the improvement for Sorin Street, East of Eddy Street, in the Northeast Code Enforce- ment Project, E -3 -- decreasing contract in amount of $35,903.54, with Rieth -Riley Construction Company, Inc. Mr. aylor said the reason this is being eliminated is be- cause the residents do not want their street widened. Some- CHANGE ORDER NO. 1 TO CONTRACTS A, B, C & D APPROVED, E -3 N NEW BUSINESS (Cont'd) thin to be said for the Neighborhood Committees - -this save us money. On motion unanimously ment contract A & by Mr. Chenney, seconded by Mr. Wiggins and carried, Change Order No. 1 to Site Improve- Contracts A, B, C and D was approved, decreasing price in amount of $35,903.54. c. Change Order No. 2 to Site Improvement Contract : This Change Order with Rieth -Riley Construction Inc. was approved in Commission Meeting of Novem- CHANGE ORDER NO. 2 TO CONTRACT A & B MODIFICATION APPROVED, Company, ber 3, 1972 for an extension of thirteen (13) days for com- E -5 plet on of work. Due to weather problems, a modification is requested to approve change of completion date to December 31, 1972. On motion by Mr. Wiggins, seconded by Mr. Chenney and unanimously carried, modification of Change Order No. 2 for completion date of December 31, 1972 was approved. d. Option Agreement, Merry Avenue Project: Approval ONE (1) OPTION and uthorization was requested for the President to sign AGREEMENT APPROVED, one 1) Option Agreement, in the Merry Avenue Project, for PARCEL NO. 1 -10, Parc 1 No. 1 -10, located at 2138 West Washington Street, for MERRY AVENUE PROJECT a total sum of $11,100.00. On motion by Mr. Chenney, seconded by Mr. Wiggins and unani- mous y carried, the above - stated Option Agreement was accepted and the President authorized to sign. Motion was unanimously carried. e. Rehabilitation Grants, E -3: Authorization was requ sted for four 4 rehabilitation grants, in the North- east Code Enforcement Project, E -3, for the following: Parcel No. Address 30 -1 720 North Frances Street 38 -1 613 Cedar Street 42 -6 710 East Miner Street 62 -3 811 North St. Peter Street • Loan Combination • Partial Grant and Loan Combination Grant Amount $ 3,500.00 3,495.00 1,650.00 ** 2,839.00 On m tion by Mr. Wiggins, seconded by Mr. Chenney and unan mously carried, the above - listed grants were approved. FOUR (4) REHABILI- TATION GRANTS APPROVED, PARCEL NOS. 30 -145 38 -13, 42 -6 & 62 -31, E -3 f. Rehabilitation Grant E -5: Authorization was re- ONE (1) REHABILITA- ques ed for one 1 rehabilitation grant, in the Model TION GRANT APPROVED, Cities East Code Enforcement Project, E -5, for Parcel No. PARCEL NO. 21 -10, 21-11), located at 1034 West Colfax Avenue, for maximum E -5 gran of $3,500.00 - -a grant and loan combination. RN NEW BUSINESS (Cont'd On m tion by Mr. Wiggins, seconded by Mr. Chenney and unanimously carried, the above - listed grant was approved. g. NAHRO Indiana Chapter Quarterly Meetin • Approval NAHRO MEETING, was equested of one 1 staff member to attend (Mr. Larry DECEMBER 6, 1972, Wart a) the meeting in Columbus, Indiana, on December 6, COLUMBUS, INDIANA 1972 at cost of $5.00, plus transportation, meals and lodging. The topic is the discussion of using private firms to a dit renewal projects, rather than HUD auditors. On m tion by Mr. Wiggins, seconded by Mr. Chenney and unan mously carried, one staff member was authorized to atte d. h. Investment: Post approval was requested for INVESTMENT APPROVED investment of $355,000.00 with the St. Joseph Bank & Trust Company, for Project Temporary Loan Repayment Fund, for a period of ninety (90) days. The investment will net interest in amount of $4,251.12. On m tion by Mr. Chenney, seconded by Mr. Wiggins, and unan mously carried, post approval for this investment was pproved. The hair said this is already invested in U.S. Treasury Bill due March 1, 1973. i. Personnel Policy: This has been submitted to the PERSONNEL POLICY Comm ssion for review and recommendations. The recommenda- APPROVED tions have been incorporated and Commission approval is requested of the new Personnel Policy, which clarifies the responsibility of all the staff members. On m tion by Mr. Wiggins, seconded by Mr. Chenney and unan mously carried, the new Personnel Policy is approved, repl cing the previous Personnel Policy. was thre comb This and spac Pool woul capa one i tatic show j. Rehousing for Site Offices: Commission approval equested to review our housing requirements for our site offices and investigate different resources for ning our present three site offices under one roof. should be more in the proximity of the main office ommission concurred unanimously to investigate if can be made available in the County -City Building. ng of our resources and staff in one general area be of great benefit and improve our supervisory ility. If space cannot be made available, then the mendation is the three site offices be housed under oof, as the Relocation Site Office and E -3 Rehabili- n Office areas will have to be cleared and a decision d be made on how to rehouse the staff. - 10 - SITE OFFICE QUARTERS RN NEW BUSINESS (Cont'd On motion by Mr. Wiggins, seconded by Mr. Chenney, and unanimously carried, the staff is authorized to investi- gate the above. k. Welfare Building: Mr. Jack L. Smith, Represent- ing 1he Citizens for Historic Preservation, requested the Welfare Building, the former South Bend School Corporation Building, located at 228 South St. Joseph Street, demoli- tion be delayed until an investigation of the feasibility of incorporating the building as part of the proposed Civid Center can be accomplished, as this is the last re- maining historical structure in the downtown area. This is the site of the first public school in this area. Mr. Taylor advised there is no contract to demolish this particular structure at the present time. We have advised the ounty Welfare Department to seek other accommodations no l ter than July 1, 1973. This land is being held in reserve for the Civic Center, and the City is considering acquiring the remainder of the site Mr. Terry S. Miller is Chairman of the Planning Com- mittee of the Mayor's Civic Center Committee and this re- quesi should be brought before this Committee to review the Ltilization of incorporating this building into the Civi Center. The final disposition of this building will be decided by the purchaser, in this case the City of Sout Bend, and the Civic Center Committee. 7. IOTHER WELFARE BUILDING, R -66 Mr. tiggins expressed his thanks to Mr. Taylor, speaking COLFAX BRIDGE in behalf of the people expressing their appreciation, for R -66 his Efforts in completing the pavement and re- opening the Colfax Bridge for traffic. It certainly is appreciated. 8. IPROGRESS REPORTS a. Business Relocation, R -66: Mr. John A. Kotzen- BUSINESS RELOCATION, mach r, Business Relocation Director, submitted his written R -66 repo it for November, 1972: Movi g Expenses 7 claims, totalling $ 16,018.00 Sear hing Expene 1 claim 500.00 Alte nate Payment 1 claim 10,000.00 Total Relocation Claims $ 26,518.00 b. Downtown Rehabilitation, R -66: Mr. Edwin R. Bauer, Rehabilitation Architect, submitted his progress report on the Downtown Renewal area for the month of November: - 11 - DOWNTOWN REHABILITA- TION, R -66 LM PROGRESS REPORTS (Cont'd Granc opening of Family Book Store, new one -story building, at 124 S. Michigan Street. Piers to be re- surfaced at Osco Drug and resurfacing wall return at Newm n's. Four tenant building at Wayne and Michigan Streets pro- gressing on schedule. Tenant work to begin the first of year with full occupancy and store openings tentatively set for March 1, 1973. Offi a Engineers, Inc. to present Preliminary Plans for reha ilitation of two buildings adjoining his properties at 1'0-114 South Michigan Street, work in accordance with reno ation plan by Redevelopment. Four-story Commerce Building, 103 West Wayne Street, re- surfacing complete exterior, replacement of all windows and -nstalling combination metal and aggregate stone pane system to outside surface, with skywalk to adjoin- ing parking structure at Wayne Street. Roya Inns project reached sixth floor level and appears to b on schedule for mid June, 1973 occupancy -- although hamp red by bad weather. Mult - building complex to be built on Michigan Street gene ating tenant interest. Many professional people ex- pres ing active interest in returning to central business dist ict. Wyma 's Department Store: Feasibility study to convert into multi- tenant complex and mini -mall concept for divid- ing pace underway for determination. 0 a writ. Merry Avenue Project: Mr. Larry Wartha submitted MERRY AVENUE PROJECT ten t progress report, with the additional work handled: Cont act between MNPA and Redevelopment was executed by Comm ssion 11 -3 -72; currently working under letter of per - miss on to incur costs dated 8- 10 -72. Form 1 Application of Parts I and II completed 11 -29 -72 and to be hand - delivered to HUD 12 -5 -72. Relocation: 50% of occupants physically relocated. Acquisition: 75% of occupied properties acquired. Demolition: First contract awarded 11- 17 -72, actual work to b gin 12 -1 -72. - 12 - 8. IPROGRESS REPORTS (Cont'd I Mrs. Gertrude Barth submitted a summary on property acquisition for this Project: Acquired to date and closed 21 parcels Options signed and closing in process 7 " In condemnation 9 " Legal Problems - -all being resolved 3 Two pending. �d. Property Management: Rev. Kirk submitted a writ en report on his activities: Rent roll for December is $5,870.01 - -a requested reduction in November rent roll of $1,164.75 for South Bend Parking, topping not applied due to inclement weather. Engaged in cleaning and surveillance of Downtown area. e. Rehabilitation Report, Site Offices: Mr. William C. Ellison submitted a written report for the site office oper tions: R -57; E -3: Three initial inspections. One initial inspection, one re- inspection and five final inspections. The Homemakers Service is working on programs that will be extended after completion of remodeling of Northeast Center. They are presently working with programs to benefit the community through PSC pro- gram. The Financial Advisers are currently process- ing 20 cases, to be determined at later date as to loans, etc. Mr. ohn Reese, Project Director, submitted a written report for he E-5 Rehabilitation Office, month of November, showing four initial inspections. f. Relocation Progress Report: Mrs. Dorothy Howell, Dire for of Residential Relocation, submitted the follow- ing eport for her staff: R -66: Relocation cases closed. OSA- 3: Project closed. E -3: Workload of 15 - -12 families and 3 individuals. Will proceed as soon as approval received from Board of Works. Kaley School Site: Project closed. - 13 - ACQUISITION REPORT, MERRY AVENUE PROJECT PROPERTY MANAGEMENT REHABILITATION REPORTS, R -57, E -3 & E -5 OFFICES RELOCATION PROGRESS REPORT E -5: Merry Mode R -57 ROGRESS REPORTS (Cont'd) ide: 8 families and 1 individual. Most of families eligible for Public Housing, but families too large for available housing and credit diffi- culties. 3 families - -all purchasing homes -- closings pend- ing on action by Board of Works. Avenue: 9 families and 1 individual. Two families remain temporarily relocated. Working with re- maining. Cities: 7 families. Some have credit difficulties. Workload of 2 families. One waiting for completion of new home; other family not cooperating. 9. NEXT MEETING The next Regular - Meeting of the Redevelopment Com- mission will be at 10:30 A.M., Friday, December 15, 1972, in t e Office of the Department of Redevelopment. 10. ADJOURNMENT On motion duly made and passed by Mr. Wiggins, the meeting adjourned at 11:30 A.M. Ell (SEAL) NEXT MEETING, DECEMBER 15, 1972 ADJOURNMENT ;z aylor, Execu Dire for Fre J. m n, President - 14 - 3:. PERSONNEL POLICY OF CITY OF SOUTH BEND, INDIANA DEPARVM OF REDEVELOPMENT The Re evelopment Department of South Bend is under the governmental jurisdic- tion of the City of South Bend and thus subject to the Personnel Policies, rules and regulations of the City of South Bend as established by City Ordinance and Common Coun it resolutions as well as being subject to the guidelines of the United Stat s Department of Housing and Urban Development. 1. BASIC PRINCIPLES. a. Merit System. The employment of personnel and all actions affecting employ - ees shall b based on merit, ability and justice. The merit rating shall be based on standard3 of performance.for all appropriate classes of work and shall relate to the quality and quantity of work done, the manner in which service is rendered and such other characteristics as will give a reasonable measure of the effective- ness of the individual employee. Iferit ratings shall be prepared for each employee periodicallY or on specific occasions in such manner as will insure rating by at least two superiors, whenever possible. Rating3 shall be used to advise employees of their progress or deficiencies and will be considered in connection with all personnel decisions and will become a part of tie employee's personal history record. b. Non-Discrimination. There shall be no discrimination against employees or applican s for employment on account of race, creed, color, sex, national origin,' or any political or union affiliation. This policy is supported and evidenced by the Affirmative Action Plan of the Department shown as EXHIBIT A. c. Politics. All members, officers, and exployees of the local agency whose employment as such constitutes their principal employment, are subject to the pro visions.of Section 12 (a) of the Hatch Act. d. Nepotism. The employment of more than one member of the same immediate family shall be avoided insofar as possible. €�. Outside Interests. Employees shall not have outside interests or activities which conflict with the performance of their duties with the Department of Redevelop- - ment. Wher doubt exists, the employee shall take the initiative of calling the matter tote attention of the Executive Director for ruling and guidance. f. Public Contact. The Executive Director shall, unless otherwise directed ` by the Commission,, represent the Commission before any public; agency or public, officer. Toward this end, he shall make official recommendations.in accordance with action by this Commission, on matters that are referred to this Commission -2 for its adv ce; provided that when there is an obvious conflict of interest, public controversy or uncertainty as to the approved plans, policies or procedures, presen- tation of.t e issue shall be made at a meeting of this Commission. The Executive Director 'shall have the authority within limits of policy as formulated by the Com- mission and to execute documents in the name of this Commission, in accordance with the policy approved by this Commission. 2. ORGANIZATION. a. Organization Plan. The board of five (5) trustees, two (2) appointed by the Mayor, two (2) appointed by the City Council, and one (1) appointed by the Circuit Court Judge, elect the Redevelopment Commissioners, who appoint the Ex- ecutive Dir ctor, who is the Department head and responsible for administering the daily a fairs of the Department including all personnel activities. (1) Organization Chart. These shall be prepared an Organizational Chart of the Redevelopment Department showing each position and the name of each person filling the position. EXHIBIT B is a sample chart less the individual names (2) Job Description. In addition to the organizational chart, each position shall be covered by a job description, which" shall set forth among other things, duties, lines of respon- sibility and qualifications required. 3. CONTENS TION. a. Determination of Rates. The pay plan for the Department shall be prepared annually an I submitted to the Commission for approval. The pay plan shall consist of a list of all titles in the position classification plan together with the cor- responding rate of pay in .effect. Job titles corresponding to like jobs in the City Salary Ordinance shall be paid a corresponding salary. Levels of pay shall relate dire tly to the position classification plan and shall be determined with due regard For the qualifications for positions, difficulty, and responsibility of.work and prevailing rates of pay for similar public and private employment. The maintenance and administration of the pay plan shall be the responsibility of the Exeoitive Director. 4. AUTHORITY FOR PERSONNEL ACTIONS.` Authority to appoint, promote, transfer, demote, suspend and ,separate personnel shall be ve ted.in the Executive Director, except personnel actions relating to key employees a determined by the Board shall be reserved for Board action on the ' l -3_ recommendation of the Executive Director: The following types of - appointments shall be made by the Executive Director: (1) Permanent a pointinents. For a regularly established position, subject to a probationary period of six months, such an appointment shall en- t tle the employee to all.the benefits of the Redevelopment Department, (2) Te mporary ointment. For a definite time limit not to exceed six (6) months. An employee on temporary status is not entitled to the benefits for permanent employees. (3) P rt- time Appointments. Part -time employees will be engaged when special s ills are needed or temporary excess work load arises, and will be author- i ed by the Executive Director. An employee on part -time status will not be entitled to any of the benefits for permanent employees. S. SELECTION OF APPLICAWS. Persons des ring employment shall file written applications setting forth their qualifications, experience, references, and other information as may be requested. 6. CHANGE OF STATUS OF D1PLOMW . a. Promotions. Vacated or newly established positions will be filled to the extent consistent with efficient operation, by the promotion of qualified employees. " Open positions shall be posted in the various Redevelopment Offices five (5) days prior to public posting. b. Demotions. An employee may be .demoted for one of the following reasons: (1) If he has been found unsuited for his present position but may be expected to give satisfactory service in a lower paying position. (2} If his position has been either abolished; or reallocated to a lower paying class and he cannot be transferred to a position of equal pay. It is to be clearly indicated on all personnel records that the demotion in no way reflects on the employee's. performance or ability. c. Tr sfers. ,. (1) Employees shall be transferred within the organization as far as practicable to positions where their highest skills.will be best utilized. (2) j9hen transfers of personnel are necessitated by organizational chaziges, every e�fort shall be rude to place the affected employees -4= in positions which will permit them to retain their salaries (3) In making transfers within the organization, due consideration shall be given to the desires of the employees involved. d. Suspensions. An employee may be suspended from duty without pay for a period not to excee fifteen - working days: (1) For disciplinary reasons, or (2) Pending investigation of charges where the presence of the employee at work constitutes a hazard either to the local agency or to himself. If investigation does not bear out the charges and the employee is retained, he shall be paid for the period of suspension. 7. SEPARATI DNS . a. Resignations. To resign in good standing, an employee shall submit his resignation in writing to the Department Head at least two weeks before the effec- tive date of his resignation, and give his reasons therefore. An employee who gives less than ttio weeks notice, without approval of the Department Head, shall be subject to discharge. After approval of the Department Head a final evaluation of performance and such other pertinent information as maybe available shall be added and placed in the empl yee's personnel file. b.. Involuntary Separation. When on the recommendation of the Associate Director or an Assistant Director or if in the judgement of the Executive Director the per- formance and/or conduct of an employee is unsatisfactory or detrimental to the in- terest of the Redevelopment Commission, the employee shall be subject to an involuntary separation. Causes for involuntary separation include but are not limited to the following: (1) Violation of the policies and procedures or willful violation of Commission personnel policies or personnel procedures (2) Insubordination. (3) Discourteous treatment of the public or fellow employees. (4) Use of alcohol resulting in inefficient conduct, drinking, on the job, addiction to narcotics or criminal conviction of a felony. (5) Misappropriation of Redevelopment. Commission funds. (6) - Failure to perform work assigned.in an efficient manner (7) Habitual absenteeism or tardiness. -5- (8) Misrepresentation on application of employment. (9) - Inability to perform the functions and duties of his position. An emp oyee who has been involuntarily separated by the Executive Director may appeal the decision to the Redevelopment Commission. c. Reductions in Force. -(l) -If it is necessary to reduce personnel, the selection of em ployees to be retained shall be based primarily on their rel- ative efficienty and the necessity of the job entailed. Other things being equal, length of service shall be given considera- tion. (2) At least two weeks notice prior to dismissal shall be given an employee except for persons employed for a specific period. 8.1 WORKING OURS. a. Regilar Work Week. The regular work week shall consist of forty. (40) hours. From Monday through Friday, the work day for staff personnel shall begin at 8:00 A.A. and end at 4:45 P.M. The Executive Director may, in his discretion, change the work ing hours to fit the needs of the program. (1) Lunch. The normal established lunch period begins at 12:00 Noon, and ens at 12:45 P.M. for a total of 45 minutes. Lunch periods may be staggered among certain employees in the discretion of the Department Head in the interest of efficient operation and continuous service to the public. (2) Relief Periods. All employees shall be allowed daily relief periods of no more than a total of fifteen (15) minutes during each half of the working day. b. Overtime. Overtime should be avoided to the extent possible, but in the interest of efficient operations the .Executive Director, Associate Director or Assis- tant Directof may schedule overtime work. Employees below the Division Officer or Division Director grade will be granted compensatory time off which shall be based on one hour ff for one hour of overtime work. There will be no compensatory time off for employees receiving an annual salary in excess of $9,000.00 per year., 9 ABSENCE ROM WORK. a. Hol daZ. Holidays granted to employees of the Department of Redevelopment shall be in conformity to Section 2 -48 of the Municipal Code of the City of South Bend: -6 b. Vacations. The Department shall adhere to the vacation policy as estab- lished by Section 2 -46 of the Municipal Code of the City of South Bend. All exc pt temporary or part - -time employees shall be entitled to a vacation period. All vacations must be taken by the employees, and no employee will be otherwise compensated in lieu of taking his vacation. No vacation time accrued may be carried forward into a new calendar year. Holidays falling within the normal work week for which the employee would normally be paid will not be counted as vacation time. Employees shall not be entitled to take a vacation until they have completed their probationary period, however_, they .shall accumulate vacation .credits during this period. If an employee begins employment prior to the 15th of the month, he - will be giv vacation credit for the full month. All employees who leave the service of the Department for any reason shall be paid accrued vacation credit at the time of separation. Employees who leave before completing their probationary period shall not be entitled to vacation pay upon separation. Employees dismissed for cause may forfeit vacation time in the discre- tion of the Executive Director. Employees should apply for vacation periods well in advance of the date desired. Department head supervisors shall schedule vacations over as long a period as pos- sible, and are responsible for the operation of their department through a vacation period. c. Sick Leave. General definition: Sick leave is granted to employees to protect them from endangering their health and that of their fellow workers. It is meant to be a protection, in case of need and not a benefit to be used whenever wanted. Th refore, it is the duty of the Executive Director and all department and division heads to protect the Department against loss of time from unjustified sick leave. Feigned sickness or abuse of the privilege are grounds for dismissal,; discipline cr suspension at the discretion of the Executive Director. Sick leave will not be allowed in cases where illness or disability is self- imposed by bad habits or a licious contributing actions. All ex ept temporary or part -time hourly employees shall earn sick leave with pay for each year of employment at the rate of 15 working days per year accumulative to 30 days in accordance with Section 2 -45 of the Municipal Code of the City of South Bend. For any leave of absence without pay, other than leave because of injury on the job, which exceeds two weeks in any month, no sick leave credit shall be earned during such period of leave of absence. Sick leave shall be charged -7_ in amount of one -half day for absence on a duty day of two to five hours and a full day.for absence over five hours. An employee eligible for sick leave with pay shall be granted such leave for the following r asons: (1) Personal illness or physical incapacity resulting from causes beyond the employee's control. (2) Enforced quarantine of the employee in accordance with community health regulations. (3) The death of a member of the employee's immediate family, not to exceed three (3) days. An employee on sick leave shall in- form his immediate superior of the fact and the reason therefor as soon as possible, and failure to do so within twenty -four (24) hours may be cause for denial of sick leave with pay for the period of absence. Sick leave with pay in excess of three consecutive working days for reasons of personal illness or physical incapacity shall be granted only after presentation of a writtem statement by a reputable physician certifying that the employee's condition prevented him from performing the duties of his position. An employee receiving sick leave with pay, who simultaneously received compen- sation unde the provisions of Workman's Compensation, shall receive only that portion of his regu ar salary which will together with said compensation, equal his regular salary. d. Di ability Leave. If an employee becomes sick or injured either on the job or off the job and is temporarily disabled from performing his duty and if the disability ersists for one month or more, the employee may be eligible to receive other disability benefits'. Such disability shall be considered disability leave and such employ e may be granted a leave of absence from the _service of the Department for the period of such diability. If an employee is injured in the performance of his assigned duties, he must report such injury immediately to his department head and receive a medical order to a physic an on the City of South Bend's approved list. The City will not be liable for' payment of expenses due to injury if the employee does not go to the City's -physician, except in case of dire emergency, employee may go to nearest physi clan and notify his department head of action taken: e. Compensatory Time Off. Salaried employees having an annual salary less than $9,000.00 per year who put in extra hours-on their work at the request of their , department head may be given time off in lieu of their time over and above the regular work hours. This should be called compensatory time off and the depart- ment head g anting such leave should make reference to the number of days of compensatory time off due the employee. No compensatory time off, however, is to exceed ten 10) days during any calendar year. f. Educational Leave. A regular employee interested in further professional training may obtain an educational leave without pay up to twelve (12) months upon recommendation of the department head and approval of the Executive Director. It will be the goal of the Department-of Redevelopment to make the best use of existing staff by using available-educational resources to upgrade all personnel into positio s of more responsibility. The Department will use the educational resources of the local community through the Public S rvice Careers Program to provide educational opportunity to all employees without regard to their race, color, religion, sex or national origin, to improve their skills and job opportunities. It is t1le policy of the Department of Redevelopment to permit an employee to be excused from work for up to four hours per week to further his education, if the employee is willing to duplicate this four hours on his own time. All applications for new projects to be carried out by the Department of RedevelopmenL will provide for the hiring of residents of the project area Train - ing and educ tional benefits similar to those carried forth in our Code Enforcement Projects will be available to the new employees. g. Leave of Absence. The Executive Director may grant leaves of absence without pay to regular employees for up to one month in duration; renewable up to six months without pay. When possible employees shall request leave of absence in writing well in advance of the date desired. Employees shall be obligated to show that granting such leave is in the interest of the department. No leave may be granted before an employee has completed his trial service period. When any leave of absence without pay exceeds two (2) weeks in any one month, service credit for all employment privileges shall cease imtil active employment is resumed. In the absence of reasonable excuse and notice t his department head, any employee who fails to return to work at the time specified in his application for leave shall be considered to have resigned. h. Absence without Leave. Any employee absenting himself from duty without permission or notice for two working days shall be subject to involuntory separation. .t -9- i. Mil'tary Leave. Any employee who volunteers for active duty with the United State3 Armed Forces during a declared national emergency or who is ordered to active du y in the organized reserve, National Guard or Selective Service system at an time, shall be granted a leave of absence without pay for the period of military service required of him or her. On completion of this tour of duty he shall be entitled to return to his former position or to one in the same class, as provided below: Applicat'on to return to work must be made within sixty (60) days after release or d'scharge. The veteran shall furnish his separation papers as proof of eligibility and shall be given a medical examination by a physician desig- nated by the Executive Director to determine his fitness. If a veteran is unable to perform the duties of his former position or if there is no vacancy, the Executive Director shall take all possible steps to assist in placing the veteran in another class for which he may be qualified. Seniorit and service _credit shall continue during military leave but a returning veteran shall not displace another employee with greater seniority. An employee qho had not completed his trial service period at the time he entered the armed forces shall be required to complete the unfinished portion satisfactorily before earni g tenure; upon successful completion, he shall accrue seniority and service credit based on the length of his military service. A permanent employee with more than six months service with the Redevelopment Department who is a member of the National Guard or Reserve Corps of the United States shall be entitled to military training leave with pay not to exceed ten (10).working days while engaged in annual training with his military unit. J- Maternity Leave. A regular employee who becomes pregnant, and who re- quests leave without pay prior to the expiration of the fourth month of pregnancy, may be grant d leave without pay for the duration of her pregnancy and for a period of recuperation thereafter. An employee to whom such leave has,been granted shall return to duty within two (2) months after the termination of her pregnancy, unless she submits a certifi- cate -of a licensed physician that she is not physically able to return to work. Failure to return to work as provided above shall be tantamount, to resignation. In each separate instance when such leave is granted, the Executive Director shall determine whether the employee shall be entitled to her former position at the expiration of`such leave, or whether the employee's name shall be placed on . the reemployment list. Any employee who becomes pregnant and does not request leave, as herein 10 provided, may be ordered to take such leave if in the judgment of her supervisor she cannot adequately perform her duties. k. c irt Leave.: Permanent employees may be authorized to be absent.from duty with pay when summoned for jury duty or when served, other than being the litigant in the case, with a subpoena to appear before the court. An employee choosing to be absent on a leave with pay status consents thereby to waive pay from the Redevelopment Department in an amount equal to the fees he receives for court service. If his court fees equal or exceed his salary, he shall be entitled to no salary for such period of court leave. 10. HEALTH IND SAFETY. a. Employees shall be provided safe, sanitary and healthful working condi- tions, b.' loyees shall be covered by Worlom s Compensation Insurance. ll. TRAINING. a. In-service training shall be provided to aid employees to gain efficiency in their wo k. b. EmIloyee training shall be a function of every supervisor. 12. GRIEVANCES. a. Right of Employees. Employees shall have the right to present grievances through their designated immediate supervisor. In doing so, employees shall be assured fre dom from restraint, interference, discrimination and reprisal. Super- visors at all levels shall receive and act promptly.on employees' complaints. b. Supervisory Responsibility. The Supervisor shall reduce the grievances to writing long with his written reply. A copy of this reply shall be signed by the agri ved employee and placed in his personnel jacket. c. Aplearance before Executive Director. If the employee is not satisfied with the re ults as directed by his immediate supervisor, he shall have the right to appear before and present his grievance to the Executive Director as a final appeal. 13. PERFORNWINCE RATING. Employees shall be rated on a semi - annual basis. The rating shall be dis- cussed with the employee. 14. SERVICE RECORDS. A servi ce record shall be maintained for ` every employee and shall contain complete information pertinent to his employment, including dates of employment, and pay chaEges. The Executive Director shall maintain all records necessary to the proper . administration of the personnel program. -11- 15. TRAVEL. a. Authorization. The Executive Director is hereby empowered to authorize trips by Staff Personnel to the Area or Regional office and to meetings within the state. Each trip to a destination outside the jurisdiction of the local agency, (except in those instances mentioned in the preceeding sentence) shall specifically have prior authorization by action of the Board approving the trip as essential to the conduct of its programs. Local agency attendance at conferences, conventions and meetings shall be limited to the number of persons necessary to cover the meeting adequately. b. Co is of Travel. - (1) Transportation costs for employees or Commissioners authorized to travel on official business of the local agency shall be paid by the local agency. Air line (tourist or coach) or first class rail and Pullman accommodations (Lower berth, roomette, or parlor car seat), if advantageous, shall be the standard means of transportation. (2) In addition to reimbursable costs as outlined above a daily meal allowance of $7.50 per day is hereby established. If the actual expense method is used, all expense for meals and dodging will be reimbursed up to a limit of $40.00 per day. (3) Reimbursement for use of a privately owned automobile for authorized out -of -town travel shall be limited to the cost of common carrier service permitted therein. Where it has been determined and recorded in a Board action that travel by private car is more advantageous to the local agency than travel by common carrier, reimbursement shall be made at a rate of ten cents (10�) per mile. (4) All travel expenses shall be recorded, signed by the traveler, and approved by the Executive Director, prior to reimbursement. 16. RETIMIENT. a All peimanent employees are eligible to participate in the retirement.plan. Participation is optional with employees as of the effective date of the retirement plan, but-participation by any person hired after that date shall be a condition of employme t. 17. BOINUSE ' AND PRESENTS. Project costs shall not include the cost of any bonus payments or Christmas or other pr sents in cash or any other form. XHIBIT O w_ m C.) w M Lt") t.p 4m i- W : Z _W a: Q L1 .c_ CLW _ O W 7 cm LLJ W LY V) V) W W 'C3 N Z tY wtllOU) ON V) tY LU S- 0-0 — E a) G[ GL ►-+ _ Ev 7 N () 4--) F- .O -J S_ S- O tY M H !- (A C-) S_ to O O O U W Q 4J •r S. 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