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, June 08 2000

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, June 08, 2000, and was called to order at 12:00 p.m. by President Vear.

Vice president Field, supported by Commissioner Skiver, moved to approve the minutes of the regular meeting held May 04 2000 as presented. The motion carried unanimously.

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

Annual Inspection Repairs

Mr. Piper reported that repairs were underway as a result of the Commission’s annual inspection of units at Hilltop Apartments. Mr. Piper reported difficulty locating licensed contractors for painting.

Mr. Piper reported that the Commission’s contract with ADT, had been terminated, and stated that a contract with Comtronics had been executed, as discussed at a previous meeting. Mr. Piper reported that Comtronics was currently monitoring the fire alarm system at Hilltop Apartments.

Bills in the amount of $23,832.62 were presented for payment. Director Cousino requested removal of check number 9293, made payable to the City of Hillsdale in the amount of $354.20, from the Accounts Payable Report, thereby reducing the presented bills to $23,478.42. Commissioner Fowler, supported by Commissioner Doty, moved to approve checks 9268 through 9292, inclusive, and checks 9294 through 9329, inclusive, as presented. The motion carried unanimously.

Director Cousino distributed photocopies of the Commission’s draft Deceased Tenant Policy, along with a letter from the Commission’s legal counsel, recommending adoption. Following brief discussion, Commissioners agreed to post the draft policy for a 30-day comment period, for possible adoption in August 2000.

Director Cousino reported that the Commission’s Web site was currently under construction, and stated his target implementation date of July 30 2000. Mr. Cousino requested a photo and bio from each Commissioner for the Web site.

Commissioner Fowler, supported by Commissioner Doty, moved to approve a 3% ($865.41 per year) salary increase, effective July 01 2000. The motion carried unanimously.

Mr. Cousino reported that he had been elected to the Michigan Housing Directors Association’s (MHDA’s) board of directors.

Director Cousino reported contact with the Commission’s Insurance Agent to determine whether playground equipment was covered under the Commission’s policies, as requested by Commissioners in response to a resident inquiry during a previous meeting. Mr. Cousino reported that he also inquired as to whether coverage was available if the Commission should choose to convert the Hilltop Apartments Arts & Crafts Room to a playroom. Mr. Piper provided Commissioners with copies of recommended materials for playground equipment. Following discussion, Mr. Cousino agreed to circulate a survey to Hilltop Apartments residents to determine the amount of resident interest in the acquisition of playroom/playground equipment. Mr. Cousino stated that he would make the results of the survey available to Commissioners at a later date.

Punch List Complete

Maintenance Supervisor Paul Piper reported that the final punch list for improvements contracted under the Commission’s FY 1998 CIAP grant were complete, and stated that this portion of the grant should be closed out in the near future.

Carpet Community Room

Mr. Piper reported that the installation of carpeting, budgeted under the Commission’s FY 1999 CIAP grant, had been completed.

Landscaping

Mr. Piper reported that landscaping, budgeted under the Commission’ FY 1999 CIAP grant, had been completed. Mr. Piper thanked Hilltop Apartments resident Zelphie Gray and Hillsdale Housing Commission President Terry Vear, who assisted with this project.

Electrical Specs

Mr. Piper reported that he had requested proposals for electrical work, budgeted under the Commission’s FY 1999 CIAP grant. Mr. Piper reported that Lucas Electric was the only contractor who responded to the RFP. Mr. Cousino reported that the proposal received was within the Commission’s budget, and that a notice to proceed had been issued.

Irrigation System

Mr. Piper reported receipt of proposals for the installation of an irrigation system on the grounds of Hilltop Apartments, budgeted under the Commission’s FY 1999 CIAP grant. Following Discussion, Mr. Piper recommended approval of the proposal from the low bidder, Executive Green, at $10,794. Commissioner Doty, supported by Vice president Field, moved to approve the proposal from Executive Green. The motion carried unanimously.

Director Cousino reported that he had met with the Commission’s legal counsel regarding changing the pet deposit to a one-time refundable fee, in response to Commission action during a previous meeting. Mr. Cousino reported that the attorney supported this change, and that a written opinion was forthcoming and would be presented to Commissioners upon receipt.

Vice president Field, supported by Commissioner Doty, moved to adopt Resolution #HHC 2000-08, changing President Vear’s name from "Pauken" to "Vear" on Commission accounts. The motion carried unanimously.

Vice president Field, supported by Commissioner Doty, moved to adopt Resolution #HHC 2000-09, modifying the Commission’s existing Procurement Policy to include language requiring contracting only with licensed contractors in cases where licenses are required, and requiring the contractor to carry proper types of insurance. The motion carried unanimously.

Vice president Field, supported by Commissioner Doty, moved to adopt Resolution #HHC 2000-10, modifying the Commission’s existing Natural Disaster Response Guidelines to incorporate an Emergency Plan, required via a clause in the Guidelines. The motion carried unanimously.

Vice president Field, supported by Commissioner Doty, moved to adopt Resolution #HHC 2000-11, Operating Budget Revision #1. The motion carried unanimously.

Director Cousino provided each Commissioner with a copy of a draft Acceptable Computer Use Policy, and solicited Commissioner comments and recommendations. Commissioners agreed to review the draft policy and provide comments at a later date.

Director Cousino provided each Commissioner with a revised copy of the Commission’s Schedule of Maintenance Repair and Utility Charges. Mr. Cousino reported that a utility cost study had been completed which indicated that an increase in the excess utility charges for air conditioners was necessary to cover the Commission’s increased costs for electricity. Mr. Cousino also reported that the study indicated that a decrease in the charge for freezers, as well as redistribution of capacity definitions, was necessary. Finally, Director Cousino reported that minor revisions to the existing policy had been incorporated into the draft policy. Following discussion, Commissioners approved the policy for posting for a thirty-day comment period, and for possible adoption in August 2000.

Commissioner Doty, supported by Commissioner Skiver, moved to adjourn. The motion carried unanimously, and the meeting adjourned at 12:44 p.m.

Respectfully submitted,

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