Minutes - Regular Meeting January 07, 1999

Call To Order
The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, January 07, 1999, and was called to order at 12:00p.m. by Vice president Pauken.

Minutes – Regular/Annual Meeting December 03, 1998
Commissioner Fowler, supported by Commissioner Field, moved to approve the minutes of the regular and annual meeting held on December 03, 1998, as presented. The motion carried unanimously.

Unit Turnover Report
Maintenance Person Paul Piper reported one fourteen-day unit turnover at Hilltop Apartments.

Cycle Painting Schedule
Mr. Piper reported that scheduled unit cycle painting had been initiated at Hilltop Apartments under the Commission’s five-year repainting plan. Mr. Piper noted that none of the residents receiving this service had elected to receive colors, as had been previously approved by Commission action.

Snow Removal
Due to inclement weather, Mr. Piper reported that it had been necessary to seek the services of a contractor to assist in the snow removal from the Hilltop Apartments resident parking lot.

Accounts Payable Report/Bills
Bills in the amount of $15,495.95 were presented for payment. Commissioner Fowler, supported by Commissioner Field, moved to approve the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

HARA Technical Assistance
Hilltop Apartments resident Marcien Dietz (204) expressed difficulties with the Hilltop Apartments Resident Association (HARA) due to a lack of officers. Brief discussion ensued.

Deceased Tenant Policy
No action occurred on this item due to the absence of President Walker.

Silent Auction
Executive Director Alton Cousino provided each Commissioner with a list of items and requested permission to hold a silent auction on Thursday, January 21, 1999. Following brief discussion, Commissioners agreed to the silent auction at the date and time specified.

Resolution #HHC 1999-01
Mr. Cousino provided each Commissioner with a photocopy of Resolution #HHC 1999-01, from Flagstar Bank, and explained that the form was necessary to open a certificate of deposit account in the Commission’s name. Commissioner Fowler, supported by Commissioner Field, moved to adopt Resolution #HHC 1999-01 as presented. The motion carried unanimously.

CIAP 95
No action occurred on this item.

CIAP 97
Director Cousino and Maintenance Person Piper reported an excess of remaining funds in the Commission’s FY 1997 CIAP grant. Mr. Cousino provided each Commissioner with a list of outstanding work items and approximate costs for completion of each item. Mr. Cousino requested approval to submit a budget revision to reallocate funds for these items. Following extensive discussion, Commissioners authorized Mr. Cousino to apply the remaining balances as recommended.

CIAP 98
Director Cousino reported receipt of three bids for Architectural/Engineering services under the Commission’s FY 1998 CIAP grant, and provided each Commissioner with a ranking determination analysis. Following discussion, Mr. Cousino recommended that the contract for Architectural/Engineering services be awarded to James E. Childs & Associates. Commissioner Field, supported by Commissioner Fowler, moved to accept the proposal from James E. Childs & Associates. The motion carried unanimously.

Maintenance Person Job Responsibilities
Director Cousino reported that all recommended modifications had been incorporated to the draft Maintenance Supervisor Job Description presented at an earlier meeting, and expressed his opinion that this policy and related documents were ready for review by the Commission’s legal counsel. Following brief discussion, Commissioners authorized Mr. Cousino to submit the draft policy to the Commission’s attorney for review.

Excessive Noise Policy
Director Cousino reported that a sample policy had been posted for public inspection and comments, as discussed during a previous meeting. Director Cousino recommended modifying the posted sample policy in response to resident suggestion to allow management waiver of the policy. Following brief discussion, Commissioners agreed to the proposed modification and instructed Mr. Cousino to post the amended sample policy.

HHC Operating Checking Account – Bank Change
Director Cousino reported contact with the Detroit office of HUD regarding changing checking accounts, due to a recent notice that Old Kent Bank will begin charging for business checking accounts in January, 1999. Mr. Cousino reported that the HUD representative did not recommend changing banks at the current time due to a lack of staffing in the Washington office where subsidy and CIAP voucher payments were authorized. Mr. Cousino reported that the HUD official stated his opinion that the situation would be corrected by summer 1999.

Section 8 Discussion Meeting
No action occurred on this item due to President Walker’s absence.

New Business
No new business was presented.

Adjournment
Commissioner Field, supported by Commissioner Fowler, moved to adjourn. The motion carried unanimously, and the meeting adjourned at 12:54 p.m.

Respectfully submitted,