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, December 03, 1998, and was called to order at 12:00 p.m. by President Walker.

Election of Officers

Office of President

Commissioner Field, supported by Commissioner Pauken, moved to nominate incumbent President Walker as President.

Office of Vice President

Commissioner Field, supported by Commissioner Fowler, moved to nominate Commissioner Pauken as Vice president.

Commissioner Field, supported by Commissioner Fowler, moved to close nominations for officers. The motion carried unanimously.

Commissioner Field, supported by Commissioner Fowler, moved to elect officers as nominated. The motion carried unanimously.

Minutes - Regular Meeting – November 05, 1998
Commissioner Fowler, supported by Commissioner Field, moved to approve the minutes of the regular meeting held November 05, 1998, as presented. The motion carried unanimously.

Unit Turnovers
Maintenance Person Paul Piper reported that no unit turnover activity had occurred due to a lack of vacancies.

Cycle Painting
Mr. Piper reported that three units had been scheduled for cycle painting as approved in the fiscal year 1999 Operating Budget. Mr. Piper stated that the units selected would be given paint color choices for an additional cost, as approved by Commission action during a previous meeting.

Accounts Payable Report/Bills
Bills in the amount of $32,700.70 were presented for payment. Commissioner Fowler, supported by Vice president Pauken, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously. Commissioner Fowler requested that staff attempt to determine whether price discounts incentives were available at two retailers. Director Cousino stated that findings would be presented at a later date.

Kitchen Exhaust Fan/CCTV
Ella Asaro (311) thanked Commissioners and staff for the new kitchen exhaust fan/light and closed circuit television system recently installed under the Commission’s FY 1997 CIAP grant.

HARA Christmas Dinner
Hilltop Apartments Resident Association (HARA) Vice president Renda Hicks (111) invited Commissioners and staff members to the HARA Christmas potluck dinner on December 18, 1998.

Housekeeper Salary Increase
Executive Director Alton Cousino and Maintenance Person Paul Piper reported that Housekeeper Cheryl Sigler had successfully completed her 60-day probationary employment period as specified in the Housing Commission’s Personnel Policies. Mr. Cousino and Mr. Piper recommended increasing Ms. Sigler’s hourly salary from $6.07 per hour to $6.32 per hour, effective December 11, 1998. Commissioner Fowler, supported by Commissioner Field, moved to approve the recommended increase from $6.07 per hour to $6.32 per hour, effective December 11, 1998. The motion carried unanimously.

Deceased Tenant Policy
President Walker provided Director Cousino with modifications to the Commission’s draft Deceased Tenant Policy. Following brief discussion, Director Cousino stated that the modifications would be incorporated into the draft policy and presented to the Commission for further consideration at a later date.

Marketing Study
Director Cousino discussed the results of a recently completed marketing study for Hilltop Apartments. Mr. Cousino stated his opinion that results indicated the need for additional family housing, and stated that a recently completed study sponsored by the City of Hillsdale confirmed his findings. Mr. Cousino recommended that the Commission strongly examine whether interest in implementing a local Section 8 housing office exist, and provided each Commissioner with photocopies of documents describing Section 8 housing obtained from the World Wide Web. Following discussion, Commissioners instructed Mr. Cousino to schedule a meeting to discuss this item in January 1999.

Resolution #HHC 1998-21
Vice president Pauken moved to adopt Resolution #HHC 1998-21, changing employee members’ MERS withholding rate from 3/5% per pay period to 3% per pay period. The motion was supported by Commissioner Fowler and carried unanimously.

Housing Commission Vacancy
Director Cousino reported contact with former Commissioner Don Cascarelli and reported that Mr. Cascarelli had declined an additional appointment to the Housing Commission. Discussion ensued regarding possible recruitment of additional potential members. Commissioners instructed Mr. Cousino to request that the City of Hillsdale send a letter to Mr. Cascarelli, formerly recognizing his contributions.

CIAP 95

Window Repairs
Maintenance Person Paul Piper reported the completion of weather-strip replacement on all windows at Hilltop Apartments. Mr. Piper reported that all windows replaced under the Commission’s CIAP 95 grant had received this replacement service, but noted that it was unknown whether the repairs were effective due to a lack of inclement weather. Director Cousino distributed a photocopy a letter from the CIAP 95 General Contracting firm, requesting release of responsibility for this item and distributed his reply declining release of responsibility until it was known whether the repairs were effective at preventing additional water leaks.

CIAP 97

Property Management Software Bids
Director Cousino reported receipt of five bids for property management software, approved under the FY 1997 CIAP grant, and provided each Commissioner with an analysis of the received quotations. Following discussion, Director Cousino recommended approval of the quotation from Housing Data Systems. Commissioner Field, supported by Commissioner Fowler, moved to approve the purchase of property management software from Housing Data Systems. The motion carried unanimously.

CIAP 98

A/E RFP’s
Director Cousino recommended sending Requests for Proposals (RFP’s) to prospective Architectural and Engineering (A/E) firms for the Commission’s FY 1998 CIAP Grant while the Commission was waiting for completion of the federally mandated environmental review process. Following brief discussion, Commissioners expressed approval for the solicitation of bids for A/E services.

Maintenance Person Job Responsibilities
Commissioners Fowler and Pauken agreed to meet regarding possible modification to a sample Maintenance Person Job Description, submitted for discussion during a previous meeting. Commissioner Fowler moved to table discussion on the Maintenance Person Job Responsibility. The motion was supported by Vice president Pauken, and carried unanimously.

Excessive Noise Policy
Director Cousino provided each Commissioner with a sample revision of a clause from the Commission’s Resident Handbook, implementing a revised excessive noise policy. Commissioners suggested that modifications be made to the sample policy and that the modified sample policy be posted for public comment. Director Cousino stated his intention to incorporate the suggested modifications and publicly post the sample policy in the near future.

HHC Operating Checking Account – Bank Change
Director Cousino presented a report on business checking account checking interest rates, in response to information received and presented during a previous meeting that the Commission’s existing operating checking account would be subject to account fees beginning in January 1999. Following brief discussion, Director Cousino recommended transferring all checking account funds from Old Kent Bank to Flagstar Bank. Commissioners expressed approval for the transfer in December 1998.

CD Purchase
Director Cousino recommended purchase of a certificate of deposit from Flagstar Bank, in response to an investment report presented during an earlier meeting. Following brief discussion, Commissioners instructed Mr. Cousino to purchase the certificate of deposit as recommended.

New Business
No new business was presented.

Adjournment
Vice president Pauken, supported by Commissioner Field, moved to adjourn. The motion carried unanimously and the meeting adjourned at 12:56 p.m.

Respectfully submitted,

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