May 12, 2004

9:00 a.m.

Commissioners' Conference Room

APPROVED 11/22/2004


Commissioner Bobby Green, Sr., presided with Commissioners Bill Dwyer, Don Hampton, Hugh Massengill, Anna Morrison, Judith Pothier and Peter Sorenson present.County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.








Sorenson wanted HACSA to give the commissioners an update on what they could do to bring in the senators and representatives to talk with them about the federal housing legislation and the budget for the Department of Housing and Urban Development.




a. ORDER 04-5-12-1H/In the Matter of Approving the Operating Budget and the Operating Fund Calculation of Operating Subsidy for the Fiscal Year Ending September 30, 2005.


Laurie Larson Lewis, HACSA, presented to the Board the operating budget for next year.She noted these were the best estimates at this time.


Sorenson asked if they could appoint a budget committee that were made up members of the governing board and citizens that would be appointed to review the budget.


Larry Abel, HACSA, commented that so much of their budget is determined by HUDís funding, and they donít have that much flexibility.He said they canít levy taxes and they make payments in lieu of taxes.


Sorenson asked if Abel would be willing to a draft letter that the Board would review that could be sent to congress around Section 8 and its cuts.


Abel thought that would be a good idea.


MOTION:to approve ORDER 04-5-12-1.


Dwyer MOVED, Pothier SECONDED.


VOTE: 7-0.


b. ORDER 04-5-12-2H/In the Matter of Accepting a Bid and Awarding Contract #04-C-0019 for the Laurelwood Re-Construction: Phase Five.


Don Williams, HACSA, indicated that the actual cost of doing this work has gone down.He noted that more people were competing for the work at a higher level.He said the bid opening reflects lower costs per unit than the previous one.With regard to Laurelwood, he said that Habitat for Humanity is building some homes next to theirs and they, in cooperation with Bring Recycling, are providing some of the materials for those homes.


MOTION:to approve ORDER 04-5-12-2H.


Dwyer MOVED, Sorenson SECONDED.


VOTE: 7-0.


c. ORDER 04-5-12-3H/In the Matter of Accepting a Bid and Awarding Contract 04-C-0004 for Rehabilitation Activities at the Munsel Park Apartments in Florence, Oregon.


Jim McCoy, HASCA, explained when HACSA purchased Munsel Park Apartments in June 2003, they set aside funds for the rehabitation of the project to address a number of deficiencies in the physical condition. He noted they delayed the process because they have mostly seniors living there and the rehab involved replacing windows and patio doors.†† He thought it would be prudent to wait until better weather to carry out the activities.He said they carried out the bid opening.†† and it came in under budget.


MOTION:to approve ORDER 04-5-12-3H.


Dwyer MOVED, Sorenson SECONDED.


VOTE: 7-0.






a. Approval of Minutes:

June 25, 2003, HACSA, 9:00 a.m.




MOTION:to approve the Consent Calendar.


Dwyer MOVED, Morrison SECONDED.


VOTE: 7-0.


5. EXECUTIVE SESSION as per ORS 192.660






Green stated he has received calls from residents.He wanted to make sure that the residents are aware of Pothier and Massengill so they have a go-to person.


Dwyer advised residents to come and speak to the Board of Commissioners at public comment and the residents could make their concerns known.


Sorenson thought the idea of establishing a protocol would be a good idea.He thought they should figure out who should handle routine questions.He didnít think they should make the protocol a mandatory process but advisory to the Board.


Pothier stated she attended a training that was helpful.She thought that because they are living with the people, they were more knowledgeable and could relieve some of the responsibility to the Board of Commissioners.


Green asked that Pothier and Massengill be kept in the loop and were aware of all rules and regulations.


Pothier commented she is more of a liaison to the tenants.


Hampton commented that things are most effectively solved at the lowest level.He said this should be repeated in the newsletter so the tenants are aware.He added the tenantsí newsletter should be sent to the Board.


Massengill stated he welcomed all communications form tenants and commissioners.


Morrison reported that each complex has a tenant residence group and they have the capability of proposing a newsletter.††† She added that the in-house tenant group was the best form of communication and that could carry forward to the Board.


Green indicated they would continue to keep doing the things they have been doing.


There being no further business, Commissioner Green adjourned the meeting at 9:35 p.m.



Melissa Zimmer

Recording Secretary