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, September 03, 1998, and was called to order at 12:03 p.m. by President Walker.

Minutes - Regular Meeting August 06, 1998
Commissioner Fowler, supported by Vice president Cascarelli, moved to approve the minutes of the regular meeting held on August 06, 1998, as presented. The motion carried unanimously.

Unit Turnover
Maintenance Person Paul Piper presented a report on unit turnover times. Brief discussion ensued regarding Commission policies on unit turnover times versus observed turnover times.

HUD Maintenance Training
Mr. Piper reported attendance at a HUD-sponsored maintenance training program, and provided a brief summary of the program. Mr. Piper stated that the program had been quite beneficial.

Walkie-Talkies
Mr. Piper reported the purchase of two walkie-talkies for use by staff at Hilltop Apartments, as approved by Commission action during a previous meeting. Mr. Piper stated that research into the acquisition of necessary licensing was ongoing.

Emergency Generators
Mr. Piper reported that a contractor had completed periodic maintenance on both emergency generators at Hilltop Apartments. Mr. Piper reported that an older generator required replacement of an internal circuit board, and stated that repairs were anticipated to be approximately $700. Following brief discussion, Commissioners expressed approval for this repair.

Pest Control
Mr. Piper reported receipt of a quotation for pest control services. Mr. Piper stated that the recently quoted contract was more expensive than the contract currently in place, and that service had been satisfactory from the current contractor. Therefore, Mr. Piper did not recommend execution of a new pest control contract at the present time. Following brief discussion, Commissioners expressed approval for the continuation of the present contract for pest control services.

Water Softener Salt
Mr. Piper reported the successful negotiation for water softener salt. Mr. Piper stated that the contractor who installed the water softener system at Hilltop Apartments under the Commission’s FY 97 CIAP grant had agreed to match pricing obtained from the Commission’s former supplier, if the Commission agreed to an annual contract for salt.

Landscaping Contract
Mr. Piper stated that insufficient time had been available to research a landscaping contract, as had been discussed during a previous meeting. Mr. Piper stated this information would be made available upon receipt.

Accounts Payable Report/Bills
Bills in the amount of $29,006.13 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.

Visitors with Commission Business
Visitors presented no Commission business.

PHAS Replaces PHMAP
Director Cousino reported that Congress had recently replaced the Public Housing Management Assessment Program (PHMAP) with the Public Housing Assessment System (PHAS), and stated that sweeping reforms had been implemented. Mr. Cousino stated that one of the primary changes was the adoption of a modified General Accounting Procedures (GAP) system. Mr. Cousino stated that the PHAS and new GAP system were a primary focus of an upcoming MHDA meeting, scheduled for mid-October, and that additional details on the impact of PHAS would be made available following the conference.

Deceased Tenant Policy
Mr. Cousino reported receipt of a letter from the Commission’s attorney regarding a recently revised Deceased Tenant Policy for Hilltop Apartments. Mr. Cousino reported that the letter contained specific requests for revisions, and stated that the modifications would be incorporated into the draft policy and the revised policy would be submitted for Commission review at a later date. Commissioners also requested that Mr. Cousino enclose a photocopy of the letter from the attorney.

CD Purchase Recommendation
Mr. Cousino provided each Commissioner with a spreadsheet detailing the high, low, and average Commission general checking account balance. Mr. Cousino recommended the purchase of a $10,000 CD, based on the low balance included in the report. Following brief discussion, Commissioners requested that Mr. Cousino research CD interest rates and provide recommendations at a later date.

NAHRO Conference
Director Cousino provided each Commissioner with a photocopy of a brochure describing an upcoming NAHRO seminar, and noted that Commissioner training was listed on the agenda. Mr. Cousino stated that he would be unable to attend due to a scheduling conflict, and inquired as to Commission interest in attendance. Following brief discussion, Commissioners instructed Mr. Cousino to contact Commissioner Pauken regarding possible interest in attendance.

CIAP 98
Mr. Cousino reported that the Detroit office of HUD had selected the Hillsdale Housing Commission’s FY 1998 CIAP Application for further review, and stated that a Joint Review by HUD personnel was scheduled for the near future.

CIAP 95 – Window Leaks
Maintenance Person Paul Piper reported that windows at Hilltop Apartments, replaced under the Commission’s FY 1995 CIAP grant, continued to leak despite repeated repair attempts by the window manufacturer. Mr. Piper stated that the manufacturer was scheduled to attempt additional repairs in the near future, and that further details would be provided upon receipt.

CIAP 97 – Substantial Completion of Work
Mr. Piper reported the substantial completion of the following items under the Commission’s FY 1997 CIAP grant: Replacement of the rubber roof, replacement of exterior lighting, installation of a CCTV system, rewiring of the office phone line system and installation of office telephones. Mr. Piper stated that work on venting the office/Community Room attic was ongoing, and that replacement of the asphalt on the Hilltop Apartments service drive was scheduled for the near future.

Maintenance Person’s Job Responsibilities
No action occurred on this item.

Pet Policy Review
Director Cousino reported that he had been unsuccessful in obtaining independent confirmation of the American Kennel Club’s recommendations for dog breeds for possible inclusion into the Commission’s Pet Policies, as discussed during a previous meeting. Mr. Cousino therefore recommended no further modifications to the Commission’s policies at the present time. Commissioners concurred with Mr. Cousino’s recommendations.

Pension Valuation
No action occurred on this item. Lengthy discussion ensued.

Excessive Noise Policy
No action occurred on this item. Director Cousino stated that insufficient time had been available for the initiation of sound level readings, and stated his opinion that such readings were necessary prior to the formulation of a draft policy. Mr. Cousino stated that readings would be taken in the near future, and a draft policy would be presented at a future date.

New Business
No new business was presented.

Commissioner Fowler, supported by Vice president Cascarelli, moved to adjourn. The motion carried unanimously, and the meeting adjourned at 01:30 p.m.

Respectfully submitted,

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