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

Call To Order
The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, August 06, 1998, and was called to order at 12:00 p.m. by President Walker.

Regular Meeting 07/09/98
Commissioner Field, supported by Vice president Cascarelli, moved to approve the minutes of the regular meeting held 07/09/98 as presented. The motion carried unanimously.

Special Meeting 07/29/98
Commissioner Pauken, supported by Vice president Cascarelli, moved to approve the minutes of the special meeting held 07/29/98 as presented. The motion carried unanimously.

Unit Turnover
Maintenance Person Paul Piper presented a report on unit turnover times at Hilltop Apartments.

Accounts Payable Report/Bills
Bills in the amount of $18,175.53 were presented for payment. Following brief discussion, Vice president Cascarelli moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

Telephone Jacks in Bedrooms
Hilltop Apartments resident Ruth Spieth (310) presented a request for the installation of telephone jacks in bedrooms at Hilltop Apartments. Commissioners and staff reported that this item had been included in the Commission’s FY 1998 CIAP grant application, and that results of the application were forthcoming.

FY 98 Audit
Executive Director Alton Cousino reported receipt of a quotation for performance of an audit for fiscal year 1998 and provided each Commissioner with a photocopy. Mr. Cousino stated that the City’s auditing firm declined to quote on performance of the HUD audit recently clarified by federal statute. Mr. Cousino reported that he had sought additional quotations but had been unsuccessful in their acquisition. Mr. Cousino stated that the firm that submitted a quotation had been highly recommended. Mr. Cousino also explained that an audit was no longer required under federal statute for PHAs with less than $300,000 annual operating subsidy, but that HUD had previously authorized audit expenditures. Director Cousino presented his opinion that the Commission should contract for an audit for fiscal year 1998, and recommended approval of the contract with John C. DiPiero, CPA. Following discussion, Commissioners authorized Mr. Cousino to execute the contract with John C. DiPiero, CPA.

Deceased Tenant Policy
Mr. Cousino reported contact with the Commission’s attorney regarding a draft Deceased Tenant Policy submitted for attorney review during a previous month. Mr. Cousino stated that the attorney was currently reviewing the sample policy.

Vacancies/Marketing
Mr. Cousino reported contact with the Michigan State Gaming Commission regarding offering prizes and/or cash for resident referral bonuses, as requested during a previous meeting. Mr. Cousino reported the Gaming Commission officials’ opinion that offering such giveaways may present legal difficulties as previously theorized by President Walker. Therefore, Mr. Cousino did not recommend this type of marketing at this time.

Monitor Job Description
Director Cousino presented each Commissioner with a copy of a draft revision of the Monitor Job Description for Hilltop Apartments. Following discussion, Commissioner Field, supported by Vice president Cascarelli, moved to adopt the Monitor Job Description, pending review and approval by the Commission’s legal counsel. The motion carried unanimously.

Chairs in Hilltop Apartments Lobby
Mr. Cousino reported contact with the City of Hillsdale Code Enforcement Officer regarding placement and/or removal of chairs from the lobby of Hilltop Apartments. Mr. Cousino reported that the Code Enforcement Officer approved of the current placement of the chairs, and therefore did not require removal from the lobby.

CIAP 97
Mr. Piper reported the successful completion of several items under the Commission’s FY 1997 CIAP grant, including replacement of the water softener system, sprinkler drain line, and other items.

CIAP 95 – Lobby Window Glass
Mr. Piper stated that a leak had been observed in the window glass at Hilltop Apartments and stated that the contracting firm that installed the glass under the Commission’s FY 1995 CIAP grant had been contacted for repair and/or replacement.

Maintenance Person Job Responsibilities
No action occurred on this item. Commissioners requested additional time to review draft revisions to the existing policy, provided by Mr. Cousino.

Resolution #HHC 1998-14 – Sick Time Policies
Director Cousino provided each Commissioner with a copy of a revision to the Commission’s employee sick time policies. Following extensive discussion, Commissioner Fowler moved to adopt Resolution #HHC 1998-14, amending the Commission’s sick time policies. The motion was supported by Commissioner Pauken and carried unanimously.

Pet Policy Review
Mr. Cousino reported that research was ongoing regarding recommended apartment dog breeds and information would be presented upon receipt.

Employee Pension Valuation Review
No action occurred on this item. Commissioners requested additional time to review the valuation report.

Resolution #HHC 1998-12 – Amendment to Admissions and Continued Occupancy Policies
Commissioner Field, supported by Vice President Cascarelli, moved to adopt Resolution #HHC 1998-12, amending the Commission’s Admissions and Continued Occupancy Policies to allow tenant moves between units at a development. The motion carried unanimously.

Excessive Noise Policy
Mr. Piper reported the successful acquisition of a decibel meter and demonstrated its use. Mr. Piper stated that the readings would be taken to begin formulation of an Excessive Noise policy for Hilltop Apartments.

Walkie-Talkie Purchase
Mr. Piper provided each Commissioner with photocopies of quotations for the acquisition of walkie-talkies for Hilltop Apartments. Following brief discussion, Commissioner Pauken, supported by Commissioner Fowler, moved to purchase two walkie-talkies from Maintenance Warehouse for $249.95 each. The motion carried unanimously.

New Business
No new business was presented.

Adjournment
Hearing no further Commission business, President Walker declared the meeting adjourned at 01:40 p.m.

Respectfully submitted,

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