SILETZ, OREGON, APRIL, 1987 - PAGE 9
February
SIHA Meeting
The Siletz Indian Housing A uthority (SIHA) meeting was con
ducted on February 26, 1987, with Phil Rilatos (Chairman), Arthur
Bensell (Vice Chairman), Judy John (Commissioner), Jeff Williams
(Executive Director), Sharon Rilatos (Bookkeeper/Secretary), John
Barber (HUD OIP Development Specialist), Donald Klein (HUD OIP
Architect), and Zavier Rueda (Cooper Consultant Architect) present.
Although absent for the afternoon session Selene Brandt
(Secretary/Treasurer) was present for the evening session. Also pre
sent at the evening session was Cris Kinney (IHS Engineer), Gregg
Grechlecer (IHS Supervisory Engineer), Dee Pigsley, Lori Johnson,
and Manual Rilatos.
It was noted that an official resignation had been received from Dee
Pigsley; therefore, she is no longer a Housing Authority Commis
sioner.
This meeting is broken into tw o parts: an afternoon session and an
evening session. The first part of the meeting was utilized as a
discussion period between HUD OIP and the SIHA Board to
establish the direction that will be taken for development of SIHA's
second project of 15 homes, and to coordinate its scheduling. Areas
covered were as follows:
COMBINATION OF THE TWO PROJECTS. HUD OIP noted that
combining would aid in keeping to the timeframe, noting that by
September 1987 we would need to present a development pro
gram, final site approval documents, and the schematic designs.
The method used for setting of TDC Standards for Siletz was
discussed.
SITE LOCATION. HUD OIP noted that because of the time limit, we
need to utilize the same site as the other 35. There was a discussion
as to where the other 15 houses would fit in.
BID METHOD for 35-2. A Conventional-bid method has been
selected.
It was noted that there would be only one general contractor who
would build both the subdivision and the houses.
SCHEDULING (Project 35-2) for the 15 homes was set. This in
cludes a topographic survey for the portions to be used for the 15
homes, soil tests, and having everything ready for the architectural
engineering (AE) firm we hire. Either actual or target dates were set
for the various stages to completion o f the project.
SELECTING AN ARCHITECT. John Barber suggested that we get
someone as local as possible to design these. He ntoed that we
need to set up a rating and ranking system before we interview the
architects, giving 15% o f the points to Indian ownership, and work
ing out a 100-point system. John stressed that the documentation
be very good on how we arrived at establishing a point system.
The TURNKEY PACKET was reviewed. Some items in the packet
were discussed. Don Kline noted that we must ensure that it is clear
what the Turnkey developer is required to do and that there are no
gaps in that,-and to ensure that the Housing Authority, architect
works closely with the developer, adding that something will
always be questionable. W e must figure out potential problems and
resolve them early. Zavier Rueda suggested that we write into the
document that the contractor supply complete plans and specs for
each unit type for our review, and that would allow us to pick out a
lot of bugs.
Zavier Rueda of Cooper Consultants departed at this point. John
Barber and Don Klein of HUD OIP also departed at this point to later
return for the second part of the meeting.
The INVESTMENT POLICY was reviewed and approved. Phil noted
and Jeff agreed that the policy covers what we are doing now. Jeff
added that it also covers what is needed for the management
period.
Upcoming training and meetings were discussed. Jeff noted that
John Meyers, the head of HUD Central Office would be at the
Association meeting at Boise, Idaho. Approval was given for Jeff to
attend the Collections and Evictions Workshop at Las Vegas in
March, and the HUD Accounting Workshop at Seattle in April.
Phil noted that the Council approved transfer of the management of
the HIP contract to the Housing Authority. Phil stated that they will
leave the letter of credit draws with the Tribe who will transfer it to
the Housing Authority by check. It was noted that documentation
of employee time spent on HIP is to be carefully logged so as to be
traced back and audited. Also, to maintain a separate account on
the HIP funds. Jeff stated that for the next meeting he would
schedule a review as to how the budgetary figures came about,
and/or applications. There was further discussion as to how the HIP
funds have been and will be handled.
The Progress of Project 35-1 was discussed, noting the start and
completion dates now expected. Cris Kinney of IHS presented the
status of the off-site work, noting they had been waiting for the on
site work to clear access for a road they need to run to the storage-
tank site in order to do the soil-sample testing required for it. When
this testing is completed, all their costs can be figured, after which
they can advertise. Since IHS's work would continue to be held up
waiting for the on-site work to start. Cris Kinney stated he will find a
different way to accomplish the required clearing, and get a new
schedule set.
Judy asked about future SIHA meetings. Jeff stated that we would
need one to review the proposals that come in.
The meeting recessed at 5:00 p.m., and was scheduled to
reconvene at 6:00 p.m.
PART II
Chairman Phil Rilatos reconvened the meeting at 6:15 p.m. Council
members were here to get an update on the off-site sewer and
water project itself, and an update from HUD on where they are
now with the project, and what the expectations are.
CRIS KINNEY, IHS gave a general report on the scope of project.
Cris indicated where they are going to tie into the City water system
with new water main from the pump house and run to the tank site.
The tank will be 150,000 gallons. For sewer, we will tie into a
manhole located on the south side of the Pow-Wow grounds and
run up to and along Judd Road to tie into the subdivision sewer at
tw o ponts. Of the tw o contracts they will have, one will be advertis
ed in about 116 weeks involving just the water and sewer mains
which will hook up to the suodivision. The next contract will put
larger pumps inside the existing pumphouse to pump the water up
to the tank. Crie asked if there.were any. questions. There was no
reply. Cris stated that the week after next he would be prepared to
give a presentation at a Council meeting if it was requested.
Cris noted that they needed a good soil study of the tank site, and
had been waiting on the Housing Authority's site work to do part of
the clearing. It is expected that the IHS first contract work will begin
the middle of June, with completion the end of August. The second
contract timing has not been figured out yet, and is dependent on
getting the soils work done. SIHA funds for both projects will be re
quested in one stage. In answer to a question by Art Bensell regar
ding capacity of the lagoon for the sewer system, Cris stated that
the lagoon is over capacity now, but they are contributing $75,000
to the City for them to make improvements on the lagoon by cor
recting some infiltration problems; patching the City sewer mains
will help correct water leaking into City sewers, resulting in a reduc
tion in flow. The other holdup is the water-rate issue. Gregg stated
that in absence of Cris he will be the contact person for us; Cris's
replacement w on't arrive until probably mid-July.
JOHN BARBER, OIP HUD. Stated they came out to see where we
stand on the tw o projects and to see what's needed. As far as they
can see, the first of the tw o projects will be ready to advertise by
the end of next week. Advertising for the houses will be the same
time as the advertising for the site construction contract; site work
can begin by the beginning of May and done by August or
September. It is also time to move ahead with the second project:
The housing Authority will advertise for an architect to design the
15 homes, in mid-March, and select the architect mid-April. Adver
tising for bids should be ready by the first of January 1988, which
would allow the homes to be completed by December 1988. The 15
houses would be using part o f the same site that the 39 houses are
going on.
DON KLEIN, OIP HUD. Both projects are advertised at the same
time so the Housing Authority knows if they both fit within their
budget. Phase I, the site work, has the construction documents
ready to build the project. Phase II, the houses, gets a proposal
from the Turnkey developer, but it still takes several months to go
from a perliminary design to a final design.
QUESTIONS/ANSWWERS.
Dee. When will the sewer/water project start? Cris. The first of
June; finish the end of August.
Dee. When will we advertise for builders? Jeff. Next week, for a
30-days period. Dee. Starting? Jeff. Scheduling to be worked out
with the builder. Dee. How long will it take to complete? Jeff. 45 to
90 days for the site, after which the homebuilder can come in, tak
ing six to nine months for that stage. Constructions sequence? Don.
Usually the houses will be all framed in, then start on interior work.
Lori. What type of contract w ill the people that are in the houses be
under? John. A Mutual Help and Occupancy Agreement which
spells out the homebuyer's responsibility to maintain the house, to
make regular m onthly payments, the Housing Authority's responsi
bility. Lori. W ill there be buyer redemption in the case o f default?
John. Yes, there are provisions which will enable you to recoop
some of your equity in the house if you are leaving.
Dee. Where would that money go that you collect? Jeff, in a bank
account. Dee. Then what? Jeff. W e invest it which goes towards
paying the houses off. John Barber. This is a unique way of buying
a house; it's not a mortgage, it's more like a Iease/purchase plan.
The Housing Authority owns them until a family meets their obliga
tion.
There will be families who w ill be owners 25 years from now. You
will have a minimum basic payment which is the requirement for
the Housing Authority to administer the program — every family
will have to pay that regardless of how high or low their payment is.
Don. The minimum payment is basically what it cost to run the
Housing Authority. Jeff. It is the administrative fee for the Housing
Authority, and when we originally submitted, we figure it to be $87.
Don. As that minimum fee decreases that allows families on a lower
income to qualify. Lori. So if they have a larger payment every
month, that just shortens their debt term. Answered. Yes.
Dee. Do we put the monies on deposit, or invest? Jeff. We are re
quired to invest and can purchase only HUD approved securities.
Dee. Are there any houses paid for? John. There are whole projects
that are paid o ff: The early Mutual Help houses. Dee. Where are
they? John. Quinault, Yakima, Swinomish, Colville. Phil. W hat are
the exceptions for over-the-income (over-the-maximum) criteria?
John. Theoretically there are maximums, but I don't know how that
is working now for initial occupancy. W e'll have to have someone
who is more versed on it explain it (Jan).
Don. The part that doesn't get paid by the Mutual Help
Homeowners gets paid by the Annual Contributions Conttact to
balance the debt every year. Dee. Isn't there a re-evaluation every
year? John. Yes, the amount o f payment is re-evaluated/re-
established every year.
Dee. Do you allow the same kind of exclusions, unearned income
that doesn't count?
John. That gets a little complex. Jeff. Only the first tw o thousand
dollars of per capita are excluded. Basically, the only exclusions that
they do have is $480 per child, annual deductions; 3% of medical; if
you're elderly, a $400 deduction; and, child care.
Phil. The income guidelines we have came from HUD didn't it?
Jeff. Yes, it did.
John. It is a direct act of Congress, enacted that way to calculate
the income.
Lori. Are there policies, rules, that the homebuyers agree upon?
John. Yes, you can have a committee that works with your board to
establish policies.
Don. If anyone wanted to build a garage on their site, add a room,
etc. — the/requirement is that it has to be the same design as the
house, the same detailing, the same quality of materials. There's
rules for fencing off, things of that type, just so the house looks
neat.
John. The Housing Authority Board need to regulate any additions
to the house, so they need to approve these plans. Lori. You have
to pay something back to HUD after 25 years?
John. Yes.
Dee. Is there still room for a playground or recreation area?
Phil. There ae three or four spots where that is possible.
Jeff. The Housing Authority can't spend money on that.
>PhiL?Buf jypy.must havp.p place /<y t ( j $ k i ^ t o pla.v,
,.
Don. We used to have enough funds to put in parks and
playgrounds, but under "cost containment" that was eliminated;
but we wish that wasn't the case.
Jeff. I am wanting to approach the Council on how to get a bike
path from Judd Road to the Community Center.
Phil. What will happen with any leftover money?
Don. The first priority would be build more houses.
Cris Kinney. Gregg and I thought this would be a good time to talk
about ordinances for the water and sewer, which will also have to
be drawn up by the Housing Authority.
Gregg. This goes beyond "rates", in conveyance and ordinances,
how to control unwanted growth in your subdivision, but also add
misuse of water which costs the homeowner extra cost in utilities.
IHS is available for technical assistance in developing codes and or
dinances relating to water, sewer, and sanitation.
Don. It would be up to the BIA or the Tribe to maintain the streets.
There are all kinds of ways of doing that. We have one where the
BIA, County, and the State maintain the road system and they
share it, just to keep their equipment in one area. Fire protection is
the same way. You might just pay for that service, rather than try to
maintain your own system. Street maintenance might be the same
way — you might contract with the county to sweep the street,
patch holes, or whatever, for a set fee.
Jeff. They agreed to accept the road up to the subdivision.
Cris. Who will maintain thé water and sewer system?
Gregg. The Housing Authority will collect the money and contract
with the Tribe to do the work?
Phil. It will probably end up being a Tribal government's water
district.
Manual Rilatos. Can there be a storage area for things not allowed
in the front of your house?
Jeff. The Tribe would have the rights and controls of what condi
tion that area is in, and that would be a Council decision.
Don. RV's couldn't be stored on the site. But, if there is anything
like that you don't want the people to do, you need some kind of
regulations for it: as for derelict cars, repairing cars in front of their
houses, dressing out deer on their front porch.
Gregg. You also need to address how you are going to enforce the
codes you enact: what you are going to do if people continually
violate them.
Jeff. You don't want the regulations so strict that they are hard to
live by.
Don. There can be clean-up programs, prizes for who has the best
decorations at Christmas, who has the nicest yard.
Cris Kinney. We usually plan on providing for clorination and
floridation just to the subdivision water. It is three years from the in
itial floridation until you can actually see a benefit in the children,
and it does help adults. There is a Floride incentive Program. Phil.
W hat about the lease agreement.
Jeff. I need to talk to the Council about the area identified for (ease,
whether to lease the whole 50 acres, or else we could just lease the
portion the lots are sitting in.
Phil. How many more acres will it take for the additional 15?
Jeff. About five to seven acres. Twenty to twenty-three for the 39.
A portion of the 50 acres is unusable property. The area usable is
the field of seven or eight acres, and the northern portion is five to
seven acres.
Judy, There were questions as to ownership of the land once the
houses were paid off.
Jeff. The land will always belong to the Tribe and will be part of our
Reservation.
Dee. I suggest that the Council members walk thru the property
before we make a decision on how much land will be leased, to see
what land there is and how it w ill be used; otherwise, w e'll get into
a real long discussion resulting in wanting to look at the land.
Phil. You can't see much, only about 15 acres — the rest is all
brush.
Jeff. We are going to conserve everything we possibly can, leaving
greenways to isolate houses from each other, even leaving brush
and trees on property lines as much as we can.
Dee. When will the HUD people be down again for another
meeting.
Don. We should be down in July for a Coordination for 35-2 to
organize the schematic design conference, and also a Pre-
Construction meeting for 35-1.
The meeting adjourned at 7:40 p.m.
More New Homes
To Be Constructed
The Siletz Indian Housing Authority (SIHA) has
received approval of funding to construct an additional 15
new homes in the Siletz area. If you feel that you missed
out on the first 39 new homes, now is the chance to apply
for one of the additional 15 new homes.
Qualifications will be simlar to the ones published in
the July 1986 Tribal Newsletter. The selection process is
quite simple, you qualify or you don’t. There is special
circumstance (housing need, large family, etc.) which
may give a family an edge, but, for the most part, selec
tion is done by date of receiving application.-Income and
other factors, to confirm if a family qualifies or not, must
be verified.
Additional information and application will be sent
upon request to the SIHA office. Write to: Jeff Williams,
Executive Director, SIHA, P.O. Box 549, Siletz, Oregon
97380, or call (503) 444-2532, or, Toll Free in Oregon
1-800-922-1399.