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 March 09, 2000

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, March 09, 2000, and was called to order at 12:00 p.m. by President Vear.

Commissioner Fowler, supported by Vice President Field, moved to approve the minutes of the regular meeting held on February 03, 2000, as presented. The motion carried unanimously.

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

Mr. Piper reported that a new contract had been executed with the Commission’s refuse removal contractor, Tristate Waste Services. Mr. Piper reported that the current contractor had submitted a competitive service bid after Commission receipt of a lower price from another contractor.

Mr. Piper reported that six intercom stations had been installed by a manufacturer’s representative to replace defective units at Hilltop Apartments. Mr. Piper stated that the replacement units appeared to be functioning properly, and that replacement of intercoms in all apartments would be scheduled in the near future.

Bills in the amount of $83,395.09 were presented for payment. Commissioner Fowler, supported by Commissioner Skiver, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

Visitors presented no Commission business.

Executive Director Alton Cousino reported that the Commission’s draft Deceased Tenant Policy had been reviewed by the Commission’s attorney, who suggested minor modifications. Mr. Cousino reported that the requested modifications had been completed, and the draft policy returned to the attorney for review prior to possible adoption by the Commission.

Director Cousino reported that public notice had been posted for a public hearing on the Commission’s Quality Housing and Work Responsibility Act (QHWRA) policies and the 5- and 1-Year Plans required by QHWRA. Director Cousino provided each Commissioner with a copy of all policies and the plans. Discussion ensued regarding several of the policies.

Director Cousino reported that his seventh-year employment anniversary would occur on March 28, 2000, and stated inquired into Commission interest in completing an annual evaluation. Commissioners requested that Mr. Cousino distribute the annual evaluation form completed the previous year.

Director Cousino reported a conflict with the scheduled April 06 2000 meeting and requested that it be rescheduled to April 04. Commissioners agreed to this reschedule.

Director Cousino reported that he had been working an excessive number of hours, partially due to the new QHWRA requirements for small PHAs. Mr. Cousino stated that he anticipated a $17K balance after expending all CIAP 98 funds, and approximately $18K after expending CIAP 99 funds, and recommended establishing a part-time secretary position. Director Cousino recommended allocating the excess CIAP funds to this position. Mr. Cousino provided each Commissioner with a copy of a feasibility study, documenting the approximate cost for this position. Following discussion, Vice president Field, supported by Commissioner Fowler, moved to accept the feasibility study as presented and establish the secretary position. The motion carried unanimously.

Silent Auction

Director Cousino and Maintenance Supervisor Piper reported that the Commission would hold a "Silent Auction" in the near future to dispose of items replaced under the Commission’s FY 1998 CIAP grant. Mr. Cousino stated that a resolution would be presented to write off the remaining balance after sale of all disposed of items, as required under the Commission’s Disposition Policy.

Substantial Completion

Mr. Piper reported the substantial completion of all scheduled work items under the Commission’s FY 1998 CIAP grant. Mr. Piper reported that final corrections to work items had been compiled by the Commission’s fee architect, and that he anticipated completion of these outstanding items in the near future.

Hallway Light Fixtures

Mr. Piper reported receipt of light fixtures for the hallways of Hilltop Apartments, and stated that he anticipated executing a contract for installation in the near future.

Landscaping

Mr. Piper reported that public notice of requests for proposals for the Commission’s landscaping project had been placed in the Hillsdale Daily News, and that proposals had been received and opened. Mr. Piper reported that Executive Green Landscape Service had the lowest qualified bid, and recommended approval. Commissioner Fowler, supported by Commissioner Skiver, moved to approve the contract with Executive Green. The motion carried unanimously.

Fencing

Mr. Piper reported that public notice of requests for proposals for the Commission’s fencing project had been placed in the Hillsdale Daily News, and that proposals had been received and opened. Mr. Piper reported that Allen Brothers Fencing had the lowest qualified bid, and recommended approval. Commissioner Fowler, supported by Commissioner Skiver, moved to approve the contract with Allen Brothers Fencing. The motion carried unanimously.

Lawn Sprinkler System

Mr. Piper reported that additional proposals for installation of a lawn sprinkler system at Hilltop Apartments would be sought in the near future.

There was no unfinished business.

Vice president Field, supported by Commissioner Fowler, moved to adopt resolutions #HHC 2000-02 through –05, inclusive. The motion carried unanimously.

Vice president Field moved to adjourn. The motion was supported by Commissioner Fowler and carried unanimously. The meeting adjourned at 01:12 p.m.

Respectfully submitted,

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