Hillsdale Housing Commission
45 N. West Street Hillsdale, MI 49242
Phone: (517) 439-1210 Fax: (517) 439-9577 E-mail: mail@hillsdalehousing.org
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| Minutes - Regular Meeting October 07, 1999 Call to Order The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, October 07, 1999, and was called to order at 12:00 p.m. by President Walker. Roll Call
Minutes Regular Meeting, September 09, 1999 Commissioner Field, supported by Commissioner Fowler, moved to approve the minutes of the regular meeting held September 09, 1999 as presented. The motion carried unanimously. Special Meeting, September 23, 1999 President Walker recommended that the minutes of the special meeting held September 23, 1999 be amended reflect that both CIAP 98 bid awards were specified as base bids. Commissioner Fowler, supported by Commissioner Doty, moved to approve the minutes of the special meeting held September 23, 1999 as corrected. The motion carried unanimously. Report of Maintenance Unit Turnover Maintenance Supervisor Paul Piper presented a report on unit turnovers at Hilltop Apartments. Grab Bar Specifications Mr. Piper reported that specifications had been received from the Commissions contracted architectural firm in response to a resident request for installation of additional grab bars in a bathroom at Hilltop Apartments. Mr. Piper stated that the specifications received required an additional modification and that the corrected specifications had been received and approved. Mr. Piper stated his intention to perform installation with Commission staff. 9-1-1 Telephone Mr. Piper reported that research into the acquisition of a 9-1-1 telephone for the Community Room of Hilltop Apartments was still ongoing, and that this information would be presented upon receipt. Intercom System Mr. Piper reported that four apartment intercom stations had been replaced with new units, as discussed during a previous meeting. Mr. Piper stated that the replacement units appeared to be functioning properly, and stated that he was currently anticipating receipt of additional replacement units. Air Conditioner Covers Mr. Piper reported the receipt of air conditioner covers approved by Commission action during a previous meeting. Mr. Piper reported that he was in the process of fabricating heat shields for each cover, and that installation would occur in the near future. Accounts Payable Report/Bills Bills in the amount of $41,209.57 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. Visitors with Commission Business Visitors presented no Commission Business. Directors Report
Maintenance Supervisors Annual Salary Increase Executive Director Alton Cousino reported that Maintenance Supervisor Paul Pipers sixth annual employment anniversary would occur on November 01, 1999. Mr. Cousino recommended increasing Mr. Pipers hourly wage 3%, from $12.29 to $12.66, effective November 01, 1999. Commissioner Fowler, supported by Commissioner Field, moved to approve Maintenance Supervisor Paul Pipers hourly wage from $12.29 to $12.66, effective November 01, 1999. The motion carried unanimously. Pet Deposit Bank Account Mr. Cousino reported the necessity to establish a separate escrow checking account for Hilltop Apartments residents pet deposits. Mr. Cousino recommended that an account be opened with Flagstar Bank, and that all pet deposits be transferred from the Commissions security deposit account. Commissioners agreed with Mr. Cousinos recommendations. PHAS 1999 Physical Inspection Mr. Cousino provided each Commissioner with a photocopy of the score from HUDs PHAS 1999 Physical Inspection System. Mr. Cousino reported that the inspection score was only advisory, but reported that the Commission had done extremely well. Deceased Tenant Policy Mr. Cousino reported that the draft Deceased Tenant Policy previously compiled by the Commission had been delivered to the Commissions attorney for review, as discussed during a previous meeting. Mr. Cousino reported that the attorney requested numerous revisions to the draft policy. Mr. Cousino stated that requested modifications would be completed in the near future and the draft policy returned to the attorney for review prior to resubmittal to the Commission. Quality Housing and Work Responsibility Act Mr. Cousino distributed a photocopy of a contract letter from The Schiff Group, for revision of Commission policies to comply with QHWRA. Following extensive discussion, Commissioner Fowler moved to approve the contract and enclose a letter stating that the cost was not to exceed three thousand dollars, and that half the travel expenses would be covered by the Bronson, Michigan Housing Commission. The motion was supported by Commissioner Doty and carried unanimously. Sexual Harassment Policy Mr. Cousino provided each Commissioner with a photocopy of a memo from the City of Hillsdale, requesting the Executive Directors signature to observe the Citys sexual harassment policy. Following discussion, Commissioners requested that Mr. Cousino inform the City that the Housing Commission had previously adopted a sexual harassment policy. CIAP Progress Report CIAP 97 Fencing
Bedroom Telephone Line Mr. Cousino reported that allocation of bedroom telephone line installation funds had occurred under the Commissions FY 1998 CIAP construction contract and was scheduled to be completed by December 31, 1999. CIAP 98 Mechanical Bid Package
Pre-construction Conference Mr. Piper reported that a pre-construction conference was scheduled in the near future for all bidders awarded contracts under the CIAP 98 grant program. Interior Design Mr. Piper reported that an interior designer had met with Hilltop Apartments residents to discuss renovation of the common areas of Hilltop Apartments budgeted under the Commissions FY 1998 CIAP grant. Mr. Piper reported that resident response was primarily positive, but stated that minor modifications to the proposed design was necessary due to tenant request. Mr. Piper stated that an additional meeting had been scheduled for October 19, 1999, to approve the requested modifications. Unfinished Business Y2K Action Team Report Maintenance Supervisor Paul Piper reported that the Hilltop Apartments emergency generators had been serviced and load-tested. Mr. Piper reported that the contractor had discovered that capacity for the gas line feeding the generator was unsuitable for the Commissions planned Y2K needs, and stated that bids had been solicited from contractors for replacement. Mr. Piper reported that the bid had been awarded to Ryan & Bradshaw. Executive Directors Annual Performance Evaluation Mr. Cousino provided each Commissioner with a photocopy of a self-evaluation, in response to a previous request by Vice president Pauken. Commissioners approved the submitted evaluation. FY 1999 Audit Report No action occurred on this item. Mr. Cousino requested additional time prior to approval so that the Commissions contracted accounting firm could review the audit report. Employee Medical Coverage Change No action occurred on this item. Mr. Cousino stated that additional research was ongoing for this item and would be presented to the Commission upon receipt. New Business No new business was presented. Adjournment Vice president Pauken moved to adjourn. The motion was supported by Commissioner Doty and carried unanimously. The meeting adjourned at 01:18 p.m. Respectfully submitted, Alton D. Cousino III, PHM | |||||||||||||||||||||||||||||||||||
