New York Main Street Program

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New York Main Street Program
Program Administration
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Afternoon Session Overview

• Using the NYMS Website
• Contents of Contract Package
• Details of Administrative Plan
• Environmental Review Process
• SHPO Clearance
• Disbursement Reporting Requirements
• Monitoring Project Closeout

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Using the NYMS Website

• WWW.NYMAINSTREET.ORG
• NYMS Materials Page
• All essential forms Disbursement and
  Reporting Procedures Guide
• Environmental Compliance Handbook
• SHPO Project Submission Guide
• FAQs
• Ask the Expert
• At the Crossroads
• Workshops

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The Contract Package

• 2 copies of Grant Agreement
• Schedule A - Awarded Budget, Projected
  Accomplishments
  Description of Target Area
• Schedule B - Administrative Plan
• Schedule C - Declaration Form
• Schedule D - NYMS Property Release Form
• Certificate of Incorporation Filing Receipt
• Documentation of Liability Insurance
• Designation of Depository for Direct Deposit of
  Funds
• Authorized Signatory Form (2009)

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Administrative Plan

• Project Selection
• Project Development
• Construction Management
• Financial Management
• Ongoing Maintenance Obligations

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Administrative Plan

• Project Selection
• Fair marketing of Main Street program
• Process must be open to all business/bldg. owners
• Notification to building/business owners of
  funding availability
• Procedure and criteria for choosing projects
• Objective rating and ranking criteria
• Assurance that proposed project complies w/
  design guidelines
• Recommend a project review panel
• Conflict of interest policies for LPA
• Subject to HTFC Rules Regulations

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Administrative Plan

• Project Development
• Procedure/criteria for work write-up/scope of
  work
• Encourage architect participation
• Coordination between property owner and LPA
• Preparation of cost estimates / bid documents
• Minimum of two bids required
• Recruitment/selection of contractors (M/WBE)
• Contracting procedures
• Two years to complete the program

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Administrative Plan

• Construction Management
• - Design standards (Quality Design Work)
• Adherence to local zoning laws and design
  criteria
• Creation of design guidelines w/ local approval
• - Coordination with SHPO
• Provision of documentation for SHPO review
• Prior SHPO approval before committing funds
• Assurance that approved scope of work is
  followed
• - Inspection process
• Oversight during renovation process
• Final inspection and sign-off that work completed
  in accordance with approved scope of work
• HTFC reserves right of final inspection

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Administrative Plan

• Financial Management
• Interim / construction financing, if applicable
• Procedure for ensuring required matching funds
• Policies on frequency of draws and retainage.
• Procedures for ensuring validity of proof of
  payment by building owners

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Administrative Plan

• Ongoing Maintenance Obligations
• - Responsible parties identified
• - Maintain commercial and civic Main Street
  assets for 7 years
• - Maintain affordability of assisted
  residential units for 7 years
• - Report to HTFC

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Environmental Review (SEQR)
Awards made under the New York Main Street
Program are subject to requirements of the State
Environmental Quality Review Act (SEQR) at 6NYCRR
Part 617. Compliance applies to all participants
in the development process, including public or
private nonprofit or for-profit entities, or any
of their contractors. The primary objective of
the Main Street Programs environmental review
process is to identify program specific
environmental factors that may be encountered at
individual project sites, and to develop
procedures to ensure compliance with regulations
pertaining to these factors.
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Environmental Review Process (SEQR)

• Refer to Environmental Compliance Checklist
  Handbook
• Complete the Program Description Form
• Complete the Environmental Checklist
• Submit the Checklist to Office of Community
  Renewal
• HTFC Issues Clearance Letter to LPA
• Conduct Program Activities in Accordance with
  Policies Described in Environmental Checklist

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State Historic Preservation Office (SHPO) Project
Submission
For complete instructions, please refer to the
SHPO Project Submission Guide on the NYMS
Materials page of www.nymainstreet.org
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SHPO Project Submission
First Steps
Step 1 Determine if you need to submit individual
projects in your target area to the New York
State Historic Preservation Office (SHPO).
Projects are defined as individual building
rehabilitation programs where work may alter the
exterior or interior appearance of the building.
Projects also include park development, sidewalk
replacement, street lighting or other landscape
projects that will alter the existing setting of
the target area.
Check attached list for target area status.
a target area designation No
review required. b c target area
designations Individual projects will need to be
submitted to the SHPO for review prior to
commencement of work.
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SHPO Project Submission
First Steps
Step 2 If review is required, prepare a review
submission package for each building/ property
prior to the work being undertaken.

• Submission package(s) should include
• Division of Housing SHPO Transmittal Letter or
• NYSHPO Project Review Cover Form.
• Be sure to include SHARS Number for target area
• Be sure to indicate Main Street Project
• Accurate project address. If multiple addresses
  (multiple store fronts or corner building)
  include all.
• Clear 35mm or digital (printed on photo grade
  paper) photos of the project building/property.
  Views of exterior (all 4 elevations if possible),
  streetscape views of building with is immediate
  setting, and representative interior views.
• Date of construction (this information can be
  found on the buildings real property tax card)
• Scope of the work being proposed for the
  building and/or bid documents
• Map locating the building in the community

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Project Set Up Disbursement Process

• Designation of Depository for Direct Deposit
• Authorized Signature Form (2009)
• SHPO Environmental Clearances
• Project Commitment Set Up
• Project Completion
• Disbursement Request
• Detail Sheet(s)
• Invoices

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Project Set Up Form
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Disbursement Request Form
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Project Detail Sheet
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LPA Project Monitoring

• Identify Staff Responsible for Monitoring
• - Monitoring during renovation phase
• - Final inspection of renovation and
  sign-off
• - Post-renovation compliance
• Ensure that façade is not altered for
  contract period
• Compliance monitoring of residential
  units assisted with NYMS funds
• Record Keeping
• - Minimum requirements
• - Project specific checklist
  Documentation of project activities

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OCR Program Monitoring
Prior to Program Closeout OCR will monitor NYMS
Programs The following areas are subject to
review during the monitoring visit File
Maintenance Compliance with Administrative
Plan SHPO and Environmental Clearance Financial
Management Ongoing Project Maintenance
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Program Closeout
A New York Main Street Program will be
closed After Program has been monitored by
OCR Monitoring issues have been resolved LPA
certifies completion of each project
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WWW.NYMAINSTREET.ORG
Office of Community Renewal Hampton Plaza 38-40
State Street, 9th Floor Albany, New York
12207 518 - 474 - 2057