Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

Minutes - Regular Meeting April 08, 1999

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, April 08, 1999, and was called to order at 12:05 p.m. by President Walker.

Commissioner Pauken recommended modifying the minutes of the regular meeting held March 04, 1999 as presented to indicate that the Commission had approved a waiver of Executive Director Alton Cousino’s medical benefit specifically, rather than the general waiver for the Executive Director, as originally reported in the minutes. Commissioner Field, supported by Commissioner Fowler, moved to approve the minutes of the regular meeting held March 04, 1999, as corrected. The motion carried unanimously. Responding to Vice president Pauken and Maintenance Supervisor Paul Piper’s comments that a resolution to waive Commission benefits was unnecessary and intrusive, Commissioners requested copies of the benefits portion of the Commission’s Personnel Policies for review at the next meeting.

Maintenance Supervisor Paul Piper presented a report on unit turnover times at Hilltop Apartments.

Mr. Piper reported that several residents were still experiencing difficulty with faulty intercom stations in apartments at Hilltop Apartments. Mr. Piper stated that he was currently working with the manufacturer to resolve this problem, and that he anticipated resolution of this item in the near future.

Mr. Piper reported the successful completion of a five-year landscape design plan for Hilltop Apartments, approved by Commission action during a previous meeting. Mr. Piper displayed the design and reported details of the design for Commission inspection. Mr. Piper also reported receipt of one quotation for completion of the design project, and stated that additional quotations were forthcoming and would be presented at a later date.

Mr. Piper reported that the Hilltop Apartments lobby door was in need of repair but stated that replacement parts were unavailable due to obsolescence. Mr. Piper reported receipt of three bids for replacement of the door, and recommended approval of the quotation from Quality Glass, Inc. Following discussion, Commissioner Field, supported by Commissioner Fowler, moved to approve the bid from Quality Glass for replacement of the lobby door.

Maintenance Supervisor Paul Piper reported a request from a Commission employee to modify the Housing Commission’s Personnel Policy to allow wearing of shorts by Housing Commission employees. Mr. Piper provided each Commissioner with a photocopy of the pertinent section of the Personnel Policy. Following brief discussion, Commissioner Pauken moved to amend the Personnel Policy to allow shorts and skirts no shorter than three inches above the knee. The motion was supported by Commissioner Fowler and carried unanimously.

Mr. Piper informed Hilltop Apartments residents that air conditioners were available for purchase through the Housing Commission, and suggested that interested parties purchase in the near future to avoid shipping delays.

Mr. Piper stated that annual apartment inspections were scheduled beginning the following week.

Bills in the amount of $39,985.55 were presented for payment. Commissioner Fowler, supported by Commissioner Field, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

Bernadine Laser (103) reported interference with the intercom and CCTV system at Hilltop Apartments. Maintenance Supervisor Paul Piper stated that repair of these items was currently under research.

Executive Director Alton Cousino reported that Congress had reduced operating subsidies included in the Commission’s fiscal year 2000 operating budget to 92.5% of eligibility. Mr. Cousino stated that PHAs had received warning about this reduction prior to implementation, and that a small contingency fund had been allocated when compiling the operating budget.

Mr. Cousino reported attendance at a HUD videoconference regarding the Year 2000 (Y2K) computer crisis. Mr. Cousino reported that HUD was requesting the formation of PHA "Action Teams," and requested involvement by two Commissioners. Following brief discussion, President Walker and Vice president Pauken volunteered to serve on the Y2K Action Team.

Mr. Cousino reported the purchase of Office 97 software for his personal use, in order to continue performing Commission office work from his residence. Following brief discussion, Vice president Pauken moved to reimburse Mr. Cousino $100 (50% of the cost of this software). The motion was supported by Commissioner Field, and carried unanimously.

Mr. Cousino reminded Commissioners that any member with suggested candidate to fill the vacant Commission seat should request that the candidate acquire an application through the Housing Commission office in the near future.

Mr. Cousino reported receipt of several resident and employee comments regarding the draft Deceased Tenant Policy, distributed during a previous Commission meeting. Following extensive discussion, Commissioners instructed Mr. Cousino to modify the existing draft policy to allow persons outside the State of Michigan to be assigned as designees without a notarized signature. Mr. Cousino was also requested include a draft agreement in which any resident failing to assign designees would automatically assign the estate to the Housing Commission for disposition. Mr. Cousino stated that the modifications would be made and presented for Commission discussion at a later date.

Range Hood Shelf

Maintenance Supervisor Paul Piper reported the successful completion of the installation of range hood shelving in all apartments at Hilltop Apartments.

Office Storage Shelving

Maintenance Supervisor Paul Piper stated that he anticipated receipt of shelving material for the office storage room in the near future.

PC Quotations

Executive Director Alton Cousino reported the distribution of Requests for Proposals for purchase of a new PC, scanner, printer, and networking equipment, budgeted and approved by the Commission under the Commission’s FY 1998 CIAP grant. Mr. Cousino stated that he anticipated receipt of quotations during the next week, and that he would present the quotes for Commission approval during the next regular monthly meeting.

Lawn Mower Quotations

Maintenance Supervisor reported receipt of six quotations for a new lawn mower, budget and approved by the Commission under the Commission’s FY 1998 CIAP grant. Mr. Piper provided each Commissioner with an analysis of the received bids, and stated that research was ongoing on purchase. Following discussion, Vice president Pauken moved to approve the negotiation and purchase of a lawn mower, not to exceed $9,200. The motion was supported by Commissioner Field, and carried unanimously.

No unfinished business was presented.

Director Cousino provided each Commissioner with a photocopy of a draft Uncollectable Accounts Policy, and reported that adoption of this policy was necessary under HUD’s conversion to Generally Accepted Accounting Principles (GAAP). Vice president Pauken recommended modifying the draft policy to disallow re-rental to former residents with balances outstanding until all charges are paid in full. Following brief discussion, Vice president Pauken moved to adopt Resolution #HHC 1999-07, with the amendment listed above. The motion was supported by Commissioner Field, and carried unanimously.

Vice president Pauken moved to adjourn. The motion was supported by Commissioner Field and carried unanimously. The meeting adjourned at 01:42 p.m.

Respectfully submitted,

Alton D. Cousino III, PHM
Executive Director, Hillsdale Housing Commission