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 September 09, 1999

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, September 09, 1999, and was called to order at 12:01 p.m. by President Walker.

Commissioner Fowler, supported by Commissioner Field, moved to approve the minutes of the regular meeting held August 05, 1999, as presented. The motion carried unanimously.

Commissioner Field, supported by Commissioner Fowler, moved to approve the minutes of the regular meeting held August 13, 1999, 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 contract had been executed with the Commission’s contracted architectural firm to complete specifications for installation of additional grab bars in unit bathrooms at Hilltop Apartments, as requested by Commission action during a previous meeting. Mr. Piper reported that he anticipated completion of the specifications in the near future.

Mr. Piper reported that research on the installation of a 9-1-1 telephone would be finalized in the near future and presented to the Commission upon completion.

Maintenance Supervisor Piper reported that residents were still experiencing problems with the intercom system at Hilltop Apartments, as described during an earlier meeting. Mr. Piper reported that the intercom system manufacturer recommended replacement of faulty units with intercom stations made of different materials, but Mr. Piper expressed his reluctance to install another intercom in every unit, since replacement of every intercom had been performed twice. Mr. Piper distributed a photocopy of a letter to the intercom installation contractor, indicating his displeasure with the equipment, and requesting the installation contractor’s assistance at resolution. Following brief discussion, Commissioners requested that Mr. Piper perform the final installation. Executive Director Alton Cousino recommended action by the Commission’s attorney, should the replacement intercoms also prove faulty.

Mr. Piper reported that deactivation of air conditioners in resident apartments was scheduled for the end of September. Mr. Piper reported that an insufficient number of exterior air conditioning sleeves were available to cover all air conditioners, and that he had been unable to locate a manufacturer for additional covers. Mr. Piper reported that he had contacted a local shop for manufacture of these covers, but that the cost per unit was extremely prohibitive. Mr. Piper distributed literature describing an interior cover, and recommended purchase. Following brief discussion, Commissioners agreed with Mr. Piper’s findings and requested that Mr. Piper purchase the interior covers.

Bills in the amount of $23,863.31 were presented for payment. Following discussion, Commissioner Fowler, supported by Commissioner Field, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

Hilltop Apartments Resident Ella Asaro (311) requested information regarding possible modifications to the Commission’s Deceased Tenant Policy. President Walker and Executive Director Cousino reported that the draft policy was currently under revision and review, and explained that the draft policy would be distributed to all Hilltop Apartments residents for comments prior to adoption.

Hilltop Apartments resident Naomi Laser (103) requested information on Commission action to install an additional security camera at the patio entrance. Mr. Cousino explained that this item had been included in the Commission’s FY 1999 CIAP application, currently under review by HUD.

Executive Director Alton Cousino provided each Commissioner with at copy of the Commission’s draft Deceased Tenant Policy, with modifications incorporated as requested during an earlier meeting. Following review, Commissioners agreed that no further modifications were necessary and therefore the policy was ready for review by the Commission’s attorney. Director Cousino stated that he would deliver the policy to the Commission’s attorney in the near future, and the attorney’s findings would be presented upon receipt.

Mr. Cousino provided each Commissioner with a copy of the recently completed FY 1999 Audit Report, prepared by the Commission’s contracted auditing firm. Mr. Cousino stated that insufficient time had been available to review the audit report, and therefore recommended no action at the present time. Mr. Cousino requested that Commissioners with questions, suggestions or comments respond prior to the next regular meeting date so that the Audit Report could be approved during the next regular monthly meeting.

Mr. Cousino reported contact with another local housing authority regarding the Quality Housing and Work Responsibility Act (QHWRA). Mr. Cousino stated that an agency offered services that would modify Commission policies to meet federal statutes established under QHWRA. Mr. Cousino reported that the cost for these services would be approximately $3,000 to $4,000, and that this cost may be substantially reduced, if two housing authorities form a consortium to share expenses. Mr. Cousino further stated that CIAP 99 funds should be more than adequate to cover this expense, and that approval was anticipated for the Commission’s CIAP 99 grant application. Following discussion, Commissioners directed Mr. Cousino to request an estimate from the company performing service, and to inform the other interested housing authority that the Hillsdale Housing Commission would participate and share costs for this service.

Director Cousino reported that Housekeeper Cheryl Sigler’s first year anniversary of service would occur on October 19, 1999. Mr. Cousino stated that although a maximum 3% salary increase had been budgeted, 3% of Ms. Sigler’s annual salary was only $0.19. Mr. Cousino therefore recommended a $0.25 per hour increase. Mr. Cousino also recommended increasing Ms. Sigler’s wages effective October 01, 1999, rather than October 19, 1999. Following discussion, Commissioner Fowler, supported by Commissioner Field, moved to increase Housekeeper Cheryl Sigler’s hourly wage $0.25, from $6.32 to $6.57, effective October 01, 1999. The motion carried unanimously.

Director Cousino reported that the City of Hillsdale had initiated a new contract with Blue Cross/Blue Shield for medical coverage and that Commission employees were covered under the City’s plan. Mr. Cousino reported that all employees would experience an increase in prescription drug co-payments from $5.00 to $10.00 for generic drugs and $5.00 to $20.00 for non-generic drugs. Mr. Cousino also reported that the City had initiated a plan whereby employees who purchased non-generic prescriptions from Nash Drugs would not have to pay the additional $10.00 co-payment, and that Nash Drugs would bill the City for the additional $10.00. Mr. Cousino reported that the Commission’s medical insurance premiums would be reduced under this contract. Finally, Mr. Cousino reported that all non-union employees had received the greatest of a 3% or $0.50 per hour raise, retroactive to July 01, 1999, partially in response to the increase in co-payment costs.

Following extensive discussion, Commissioners estimated the savings in medical insurance premiums and agreed to distribute the savings as wages between covered employees, retroactive to July 01, 1999, as partial compensation for the increase in co-payments. Commissioners also agreed to observe the City’s policy regarding paying Nash Drugs for any non-generic prescriptions. Commissioners requested that Mr. Cousino calculate actual anticipated cost savings and present retroactive wage increase rates at the next regular monthly meeting.

Director Cousino provided each Commissioner with a photocopy of literature describing a book/disk package from The Schiff Group titled, "The Policy Builder." Following brief discussion, Commissioner Fowler, supported by Commissioner Field, moved to purchase the book/disk package. The motion carried unanimously.

Director Cousino reported that the balance of the Commission’s FY 1997 CIAP grant was currently under contract negotiations under the CIAP 98 grant, and would be allocated and expended by December 31, 1999.

Common Area Furniture

Maintenance Supervisor Paul Piper presented samples of furniture, fabrics, and wallpaper for common areas of Hilltop Apartments, for installation under the Commission’s FY 1998 CIAP grant. Mr. Piper requested Commission opinions on the samples presented prior to executing a contract for completion with an interior design firm. Commissioners instructed Mr. Piper and Mr. Cousino to meet with interested Hilltop Apartments residents regarding these selections.

Special Meeting – 09/23/1999 – 12:00 Noon

Mr. Cousino reported that a special meeting had been scheduled for 12:00 noon, on September 23, 1999, to award bids under the Commission’s FY 1998 CIAP grant.

Director Cousino reported that a meeting had been scheduled for 10:30 a.m., Tuesday, September 14, 1999, with the residents of Hilltop Apartments regarding Y2K, and invited interested Commissioners to attend.

No action occurred on this item.

No new business was presented.

Commissioner Fowler moved to adjourn. The motion was supported by Commissioner Field, and carried unanimously. The meeting adjourned at 01:50 p.m.

Respectfully submitted,

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