minhead.gif (11357 bytes)APPROVED 6/16/99

March 31, 1999
Harris Hall - Main Floor - 9:00 a.m.

Commissioner Bobby Green, Sr., presided with Commissioners Bill Dwyer, Anna Morrison, Peter Sorenson and Cindy Weeldreyer present. County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.




a.  ORDER 99-3-31-1H Authorizing an Intergovernmental Agreement with the Lane Council of Governments (L-COG) for a Senior Nutrition Program Site at the Jacob's Lane Affordable Housing Development.

Jim McCoy, HACSA, reported that at the Jacobs Lane Project, they expect the end of construction to occur in April. He added when they are fully operational, there will be a number of social service programs that will be operating at the project. He said one element is the operation of a senior nutrition program at Jacobs Lane. He noted the board order authorizes them to formally execute an intergovernmental agreement with LCOG to use the space for operation as a senior nutrition center.

Morrison questioned if HACSA would be inheriting problems if one facility was canceling out the senior nutrition program and they were to take it on. She also questioned what Meals on Wheels had to do with the order.

McCoy responded that social service programs are an important part of what they do and Meals on Wheels fits within the context.

Green stated that it is in his district and he would be voting in support of it.

MOTION: to approve ORDER 99-3-31-1H.

Dwyer MOVED, Weeldreyer SECONDED.

VOTE: 5-0.

b.  ORDER 99-3-31-2H Awarding Contract 99-P-0038 for Architectural Services for Sheldon Village (Phase I).

Jim McCoy noted the last time he came before the Board, he requested authorization to submit an application to the State of Oregon for tax credits and other subsidies. He said they had not heard back from the State. He added if they are fortunate enough to succeed, they have important deadlines to meet prior to the end of the 1999 calendar year. He said an important step in meeting the deadline is having a development team assembled and ready to go. He said he is asking for authorization to enter into a contract to secure the architectural services. He added the expenditures under the contract prior to their notification, would be minimal. He said he wanted the team to be selected and ready and that is why he presented this order at this point.

Morrison stated she was the one vote against the project and will continue to vote that way. She said the analysis for architectural services went out in January 1999, yet the proposal didn't get to the Board until February and in that proposal, the budgeted amount was $120,000 for the architectural services, but the time and materials from the contract had come in at $134,000. She added that it is already over budget and could not support it because she is not sure of all of the costs.

Chris Todis, HACSA, stated the reason the contract is for $134,000 rather than $120,000 is because there are a number of extra items that were not originally in the contract when it was first bid. He added things needed to be done in order to get site review applications with permits and they were reasonable costs.

Dwyer said his concern is they got the bids based on good faith and then there were add-ons that increased the price.

Todis responded that in an architectural contract that goes out for bid, there is an item where there is an hourly charge and everyone who bids on the project gives an hourly charge because there are extras. He added in an architectural contract bid, taking the low bid isn't necessarily the way to do it.

Dwyer wanted to know the square foot cost of the dwellings when they will be completed.

McCoy responded he didn't have the number available, but it did not increase the total cost of the project, they just moved funds around. He said it is more than they pay for architectural services, but the contract will provide for that. He said there is work that needs to go through the City of Eugene for the site review process. He added they need to do a good job in their site review application so it doesn't get bounced back and forth in the process. He said there is a lot of road engineering and design that would not normally be involved.

Morrison pointed out that the budget came to the Board on February 10, and the actual request for proposal went out in January 1999. She added at that point they needed some type of an idea of what they were looking at for engineering costs. She said when the budget was made, that should have been factored in.

McCoy responded that the cost estimating process is always an evolving process and he hoped that he would be able to be flexible early in the process.

Green noted that he had witnessed many of the development projects and said they are high quality. He said he is not concerned about the timing issue. He added he has a lot of confidence in Jim McCoy and Chris Todis and HACSA had just received high recognition from HUD for being a quality organization, one of the few in the country that received that recognition. He said he is not concerned about this and intends on supporting it.

MOTION: to approve ORDER 99-3-31-2H.

Weeldreyer MOVED, Sorenson SECONDED.

VOTE: 4-1 (Morrison dissenting)


a.  Approval of Minutes: February 24, 1999, 9:00 a.m.
February 10, 1999, 9:00 a.m.
February 4, 1998, 9:00 a.m.

MOTION: to approve the Consent Calendar.

Sorenson MOVED, Weeldreyer SECONDED.

VOTE: 5-0.

4. EXECUTIVE SESSION as per ORS 192.660


There being no further business, Commissioner Green adjourned the meeting at 9:15 a.m.

Melissa Zimmer
Recording Secretary

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