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

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, February 03, 2000, and was called to order at 12:00 p.m. by President Pauken.

Commissioner Fowler, supported by Vice president Field, moved to approve the minutes of the regular meeting held January 06, 2000, as presented. The motion carried unanimously.

Maintenance Supervisor Paul Piper introduced Candi Piper as the new Housekeeper for Hilltop Apartments. Mr. Piper reported that Ms. Piper had successfully completed her 60-Day probation period. Mr. Piper recommended a $0.25 per hour raise, retroactive to her anniversary date, and enrollment in the Commission’s benefits program. Commissioner Fowler moved to increase Ms. Piper’s hourly wage by $0.25, retroactive to the employment anniversary date, and enroll her in all benefit programs to which she was entitled. The motion was supported by Vice president Field, and carried unanimously.

Mr. Piper presented a report on unit turnover times at Hilltop Apartments.

Mr. Piper reported that one of two Hilltop Apartments units had been painted under the Commission’s annual unit cycle painting program, and that the other unit was currently being painted. Mr. Piper reported that the resident in the completed unit had chosen a color, as previously approved by Commission action. Mr. Piper stated his opinion that the color choice was quite attractive.

Mr. Piper reported the need to increase either the capacity or the number of refuse removal visits at Hilltop Apartments. Mr. Piper reported that the Commission’s current contractor, Tristate Waste Services quoted $189 per month for a larger container. Mr. Piper reported receipt of a quote from a competing company, Reliable Disposal, for $107 for the same service. Mr. Cousino reported that Tristate, the Commission’s current contractor was given a copy of Reliable’s quote, and asked to be competitive. Mr. Cousino reported that the automatically-renewable contract would not expire until January 01, 2001. Mr. Piper and Mr. Cousino stated that they would make additional developments on this issue available to the Commission upon receipt.

Maintenance Supervisor Paul piper reported that Tek-Tone (the Hilltop Apartments intercom system manufacturer), sent replacement units to Frank’s Electronics (the local distributor) for replacement of defective units at Hilltop Apartments. Mr. Piper stated that the manufacturer was expected to schedule replacement of defective units through Frank’s Electronics in the near future.

Bills in the amount of $265,483.63 were presented for payment. Commissioner Fowler, supported by Vice president Field, moved to approve the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

No business was presented by visitors.

Executive Director Alton Cousino reported that an advertisement was currently running in the Hillsdale Daily News and the Hillsdale Cable Community Channel for vacancies at Hilltop Apartments.

No action occurred on this item. Mr. Cousino reported that the draft policy was currently being reviewed by the Commission’s attorney and would be presented to the Commission following approval by the attorney.

Draft Policies

Revisions of draft policies required under the Quality Housing and Work Responsibility Act of 1998 (QHWRA) were presented to all Commissioners. The following policies were presented: Facilities Use Policy, Pest Control Policy, Criminal, Drug Treatment and Registered Sex Offender Classification Records Management Policy, Equal Housing Opportunity Policy, Admissions and Continued Occupancy Policies, Public Housing Lease, Hilltop Apartments Resident Handbook, Public Housing Grievance Procedure and the Request for a Reasonable Accommodations Policy. Vice president Field, supported by Commissioner Skiver, moved to post the draft policies as presented for public comment. The motion carried unanimously. Director Cousino also stated that he anticipated receipt of the Commission’s 5-Year Plan and Annual Plan in the near future. Commissioners expressed approval for posting of the 5-Year and Annual Plan upon receipt.

Director Cousino recommended immediate adoption of the Federally-mandated flat rent, required under QHWRA. Mr. Cousino reported that two Hilltop Apartments residents would be adversely affected by Commission delay of the implementation of these rents. Following brief discussion, Commissioner Fowler, supported by Commissioner Skiver, moved to adopt $448 as the flat rent for one-bedroom units at Hilltop Apartments, and $520 per month for two-bedroom units. The motion carried unanimously.

Director Cousino reported that a pet deposit had not been found during a recent audit of Hilltop Apartments pet deposit accounts. Mr. Cousino stated that the resident had been unable to document that the deposit had been paid, and that no record of receipt by the Commission was available. Mr. Commission suggested that refund of the pet deposit would be contingent upon the resident’s producing a receipt upon move-out or removal of the pet from Hilltop Apartments. Commissioners agreed with Mr. Cousino’s recommendations.

Mr. Cousino provided each Commissioner with a copy of an e-mail from the Public Housing Authorities Directors Association (PHADA), regarding deficiencies in HUD’s PHAS Physical Inspection Scoring System. Mr. Cousino discussed PHADA’s assertion that the inspection system was flawed, presenting PHAs very little opportunity for passing grades.

Ceiling Fans

Mr. Cousino reported that ceiling fan installation in the living room of all units at Hilltop Apartments was currently ongoing, under the Commission’s FY 1998 CIAP grant. Mr. Cousino stated that a few residents with existing fans had requested their relocation into the bedroom. Mr. Cousino reported that the electrical contractor had agreed to this relocation for the cost of $20 per unit.

Work Schedule

Mr. Piper reported that he anticipated substantial completion of the majority of contracted work items under the Commission’s FY 1998 CIAP grant. However, Mr. Piper stated his opinion that completion according to the schedule agreed to by all contractors would not occur. Mr. Piper described several of the ongoing improvements occurring at Hilltop Apartments.

Mini-Blinds

Mr. Piper reported that the installation contractor installing mini-blinds in all windows of Hilltop Apartments had not installed them according to specifications, and that replacement brackets had been ordered for correct installation. Mr. Piper reported that proper installation according to specifications had been agreed to by the installation contractor.

Mr. Cousino reported that all funds had been received under the Commission’s FY 1999 CIAP grant, as discussed during a previous meeting. Mr. Cousino stated that several of the approved work items had been completed, including installation of valves necessary for completion of CIAP 98 plumbing work and floor registers for the Community Room. Mr. Piper also reported that hallway HVAC wall registers had been ordered. Finally, Mr. Piper stated that he would request quotations for landscaping, sprinkler system, and fencing in the near future.

Mr. Piper reported the successful return of LP gas, purchased for Y2K contingency plans. Mr. Piper also reported that water purchased for Y2K had been consumed by Hilltop Apartments Residents.

Commissioner Fowler, supported by Vice president Field, moved to adopt Resolution #HHC 2000-01, Fair Housing Impediments. The motion carried unanimously.

Commissioner Skiver moved to adjourn. The motion was supported by Vice president Field and carried unanimously. The meeting adjourned at 12:55 p.m.

Respectfully submitted,

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