July 21, 2009

9:00 a.m.

Harris Hall Main Floor

APPROVED 9/20/09


Commissioner Pete Sorenson presided with Commissioners Bill Dwyer, Bill Fleenor, Rob Handy, Joe Inman and Faye Stewart present.  DeWanda McKinley was excused. County Administrator Jeff Spartz, County Counsel Liane Richardson and Recording Secretary Melissa Zimmer were also present.











a. ORDER 09-7-21-1H/In the Matter of Accepting a Bid and Awarding Contract #09-C-0048 for Laurelwood Maintenance Shop and Site Improvements.


Dorothy Cummings, HACSA, explained that this was a shop playground preparation with a new parking area for the community room and fences behind the three bedroom units.  She indicated that they have been getting good prices on bids for their work in Florence.  She recommended approval.


MOTION: to approve ORDER 09-7-21-1H.


Fleenor MOVED, Handy SECONDED.


VOTE: 6-0.


b.  ORDER 09-7-21-2H/In the Matter of Authorizing the Acting Executive Director to Create a Limited Liability Company ("HACSA Partner LLC") for the Purpose of Assuming the 99%  Interest of the Oregon Equity Fund in the Walnut Park Limited Partnership.


Jim McCoy, HACSA, reported that their 15 year compliance period is coming to an end and the investor partner has requested they begin the preparation to assume their interest in the Walnut Park Limited Partnership.  He said they want to do it different than for Richardson Bridge.  He recalled for Richardson Bridge, the partnership gave their interest to HACSA.  He said that resulted in HACSA fully owning Richardson Bridge.  With regard to Walnut Park, they donít want the partnership to dissolve because they have a term loan for the partnership that has  a good interest rate and it goes for another 15 years. He said they want the loan to stay in place.  He said they want to create a HACSA Partner LLC.   He indicated they would have the limited partner give their interest to HACSA Partner LLC and HACSA and HACSA Partner LLC will be the two partners in the partnership.  He noted that HACSA for all intent and purposes owns and controls the assets.  He asked the Board to authorize them to create the entity to serve as the limited partner.


Fleenor stated he didnít see the definition of member defined, but it was used throughout the contract.  He wanted to make sure that the member is the HACSA Board.


Richardson said the way the order and LLC is written, the member is HACSA.  She said they could make up a definition.


MOTION: to approve ORDER 09-7-21-2H with the amendment explaining the definition of member in 1.1 of the Bylaws.


Fleenor MOVED, Handy SECONDED.


VOTE: 6-0.



c. REPORT/Review of Audit Report and Discussion of Future Funding.


Larry Abel, HACSA, reported that every year they present the Audit Report.  He said the audit was late due to HUDís change on public housing to asset management.  He said HUD still hasnít figured out how to electronically send out their financial statements for last year.  He indicated that the Audit Report does not include the HUD submission that will come later.  He added that they have a new auditor.  He stated that their policy has always been to switch auditors after not more than six years.  He noted that Bill Moss is their new auditor.  He said Moss found some things that should have been recorded in prior years.  He stated they had no findings.


Fleenor asked about future funding.  He asked if they would have sufficient funding for auditing and other mandated responsibilities.


Abel reported they have 2,600 vouchers they can lease and canít go over.  He added that they only get a certain amount of funding for rent subsidizes.  He said even with the pro-ration, they are able to lease up to 100 percent because their average rent has stayed lower than a lot of other housing authorities. He was confident that they would be able to have enough money for the Section 8 Program.  With regard to public housing, he said the Presidentís budget projects full funding of the operating subsidy.  He commented that the prognosis for next year is good.


d. DISCUSSION & ACTION/Concerning the Hiring Process for HACSA's Executive Director.


Cummings recalled the Board directed her, Richardson and Greta Utecht, Human Resources to meet to discuss the recruitment and selection process.  She said they met on June 25 and went over different options the Board could choose from.  She said one option was to permanently appoint Larry Abel to the Executive Director position.  She noted the second option would be to do a focus search within the housing industry and the third option would be a national search.  She said they were leaning to appoint Abel with his years of experience. as he is the known factor.  She said if they selected from outside, it could be an additional cost to the agency. She indicated that under asset management, the administration of the agency operates more like a private business. She noted that they are lean and trying to administer the programs with a lean staff because the cost center has to operate on its own the same way any property management firm would need to act. 


Dwyer said that Abel was the acting director when Chris Todis, HACSA, was on leave.  He thought they should do a search outside of the agency with the idea of succession planning.  He thought they would end up picking Abel.


Fleenor believed in succession planning.  He commented that they have an individual who has demonstrated competency and capability.  He added if this was off of the private sector model, he thought they should do a limited focused search where Abel could apply.  He believed that Abel will rise to the top, but he thought they needed to look to see what else is out there.


Handy thought Abel would be in the position to either be the next director, or if they choose another executive director, it will be important that Abel is there with any transition.  He thought they could be doing a better job of addressing discrimination and increasing diversity of the agency.  He thought the search was important.  With regard to the cost of the search, he thought they could spend $5,000 and get to the same result by using various list serves.  He supported an open hiring process.


Stewart wanted Option 2.  He wanted to make sure they have a process they can defend as they move forward.


Inman said he had faith in Abel and would be comfortable appointing him.


MOTION: to exercise Option 2 and limit the expense to not greater than $5,000.


Fleenor MOVED, Handy SECONDED.


Utecht said if it means listing in the professional publications, they would get candidates from all over the country.  She asked if the $5,000 included the travel expenses to bring candidates to Eugene.  She commented that was where the costs would be incurred.


Fleenor thought video teleconferencing would be a good way to initialize the interview process.


Utecht responded that they have tried that with other positions and if a candidate is in a location where it is unfeasible for them, they canít do it.


Handy thought they should have a cap on how much they spend.  He wasnít interested in a process just to land on a predetermined outcome.  He was interested in the possibility of looking at the candidates across the board.  He thought this was the time the Board could influence the culture and direction of the agency.


Stewart had reservations about putting restrictions on candidates because of video conferencing.  He thought if they had two or three candidates that it would be to their benefit to come to Eugene and meet the employees and have a full interview process.  He added if this motion meant they were going to limit candidates based on technology, he wouldnít support it.


Fleenor thought video conferencing could be used to screen the first layer and then they could get it to three or four qualified candidates.


Utecht explained that when the County does a high level recruitment, the screening takes place through the supplemental questions. She added they could also do phone interviews or video conferencing.  She didnít recommend  interviewing more than four candidates.  She added that if they are looking for a true analysis of what each candidate can bring to the future of the agency, it is important they see the agency and let the employees have some input into the process.  She thought they might have to raise the $5,000 depending on the quality and location of the final candidate.


Fleenor restated  his motion for Option 2 for a regional, not national search and that they expend up to $5,000 for the initial search and once the initial search is completed, the acting director will come back and give an estimate of how much it would cost to finish the process.


Handy accepted the amendment with the notion that regional recruitment would be west of the Rocky Mountains.


VOTE: 5-1 (Dwyer dissenting).


Dwyer commented that it looked like they wanted to do everything on the cheap.  He said they want to get the best person they possibly can.  He didnít want to set restrictions on video conferencing.  That was why he was a no vote.


Utecht recommended that Abel be excused from any discussion on the recruitment process because it puts him in a difficult situation to be part of the discussion if he is going to be a candidate.




a. Approval of Minutes: 

July 8, 2009, HACSA, 9:00 a.m.


MOTION: to approve the Consent Calendar.


Dwyer MOVED, Fleenor SECONDED.


VOTE: 6-0.







6. EXECUTIVE SESSION as per ORS 192.660




There being no further business, Commissioner Sorenson adjourned the meeting at 10:05 a.m.



Melissa Zimmer

Recording Secretary