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, November 04, 1999, and was called to order at 12:10 p.m. by Commissioner Fowler.

Minutes of the regular meeting held on October 07, 1999 were presented. Commissioner Field, supported by Commissioner Doty, moved to approve the minutes as presented. The motion carried unanimously.

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

Mr. Piper reported that an additional grab bar had been installed in a disabled resident’s apartment, as discussed during a previous meeting.

Mr. Piper reported the successful installation of interior air conditioner covers and heat shields, as approved by Commission action during a previous meeting.

No action occurred on this item. Mr. Piper reported that this item was still undergoing research.

Mr. Piper reported that unauthorized duplicates of the lobby/patio door key at Hilltop Apartments had been discovered, and expressed his concern for the safety and security of residents. Mr. Piper recommended replacement of the locks with a Medico key system. Mr. Piper stated that Medico keys could not be duplicated. Mr. Piper estimated that replacement of the key system would cost approximately $700. Following brief discussion, Commissioners approved of the replacement of the current system with the Medico system.

Bills in the amount of $18,152.57 were presented for payment. Commissioner Doty, supported by Commissioner Field, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously. Commissioner Fowler requested that Director Cousino contact TransWestern Publishing prior to disbursement of check #8806, to ascertain whether additional discounts were available for the Commission’s Hilltop Apartments Yellow Pages advertisement.

Hilltop Apartments resident Renda Hicks thanked Commissioners for their recent purchase of two additional tables for the Community Room of Hilltop Apartments.

Director Cousino reported that former Hillsdale Housing Commission President Charles Walker had declined reappointment to the Commission. Mr. Cousino reported that applications for the available Commission seat had been distributed to residents of Hilltop Apartments, in compliance with the Quality Housing and Work Responsibility Act (QHWRA), and applicable State law. Mr. Cousino reported that no residents had applied for the position, and requested Commission recommendations for the vacant seat.

Mr. Cousino reported that he was in the process of switching banks, from Old Kent to Flagstar, as discussed during a previous meeting. Mr. Cousino reported that accounts had been established for the Commission’s Operating Account and Security Deposit accounts. Mr. Cousino stated that funds would be transferred following a successful change to the Direct Deposit system from Old Kent to Flagstar.

Mr. Cousino reported that he was the only person currently certified to draw funds down from HUD’s LOCCS system, for CIAP expenditures. Mr. Cousino requested Commission volunteers to serve as backups for this service, and all Commissioners agreed. Mr. Cousino stated that forms for LOCCS Certification would be presented during the next regular monthly meeting.

Director Cousino distributed a letter from the U.S. Department of HUD, specifying the Commission’s fiscal year 1999 Public Housing Management Assessment Program (PHMAP) score. Mr. Cousino reported that the Commission had earned a "high performer" rank, HUD’s highest designation for Housing Authorities, for the third year in a row. Following brief discussion, Commissioner Doty, supported by Commissioner Field, moved to accept the FY 1999 PHMAP score.

Mr. Cousino stated that he planned to change to the QuickBooks software package, which the Commission already used for payroll, for accounts payable after December 1999. Mr. Cousino stated that he planned to purchase and study a book on the software package prior to implementation. Mr. Cousino further reported that additional changes in report formats might be forthcoming.

No action occurred on this item. Director Cousino reported that a draft policy was currently under revision and would be presented to the Commission’s attorney upon completion, as discussed during a previous meeting.

Resident Advisory Board

Director Cousino reported that a memo had been sent to all residents of Hilltop Apartments, requesting volunteers to serve on the QHWRA Resident Advisory Board (RAB), as required under QHWRA. Mr. Cousino reported that no tenants had volunteered to serve on the RAB, and stated his intention to appoint all Hilltop Apartments residents as the RAB, and post meeting schedules. Following brief discussion, Commissioners agreed to Mr. Cousino’s recommendations.

City Oversight Board

Director Cousino provided each Commissioner with a copy of a letter sent to Hillsdale City Manager Tim Vagle, requesting volunteers to serve on the QHWRA City Oversight Board, as required under QHWRA. Mr. Cousino reported that no City officials volunteered for this appointment.

Vice president Pauken’s QHWRA Memo

Director Cousino provided each Commissioner with a copy of a memo from Vice president Pauken, containing questions about QHWRA.

HHC QHWRA Advisory Board

Director Cousino requested a volunteer to serve on the Commission’s QHWRA Advisory Board, to decide issues that would later be presented to the Commission for approval. Following extensive discussion, Commissioner Doty agreed to serve on this panel.

QHWRA Advisory Board Meeting Schedule

Director Cousino discussed a tentative meeting schedule for the QHWRA Advisory Board.

Fencing

Director Cousino reported that completion of exterior fencing at Hilltop Apartments, budgeted under the Commission’s FY 1997 CIAP grant, had been scheduled for the near future. Mr. Cousino reported that he anticipated obligation and expenditure of all funds by December 31, 1999.

Bedroom Telephone Line

Director Cousino reported that installation of a phone line in the bedrooms of each apartment at Hilltop Apartments, budgeted under the Commission’s FY 1997 CIAP grant, had been scheduled for the near future. Mr. Cousino reported that he anticipated obligation and expenditure of all funds by December 31, 1999.

Pre-Construction Conference

Maintenance Supervisor Piper reported that a pre-construction conference had been scheduled for the Commission’s FY 1998 CIAP grant, and invited Commissioners to attend. Mr. Piper stated that he anticipated commencement of the scheduled work the week following the conference.

Interior Decoration

Mr. Piper reported finalization of the interior decoration contract, budgeted under the Commission’s FY 1998 CIAP grant. Mr. Piper reported that a final meeting had been held between the interior decorator and residents of Hilltop Apartments, and that all had agreed to the recommended items.

Director Cousino reported that Hillsdale Housing Commission Y2K Coordinator Cheryl Sigler was voluntarily terminating employment effective November 5, 1999, and that Maintenance Supervisor Paul Piper and himself were assuming Y2K Coordinator duties.

Maintenance Supervisor Paul Piper recommended practicing a "dry run" of Y2K prepared activities following installation of wiring from the generator to the Community Room.

Director Cousino reported that the Commission’s accountant had reviewed the fiscal year 1999 Audit Report and recommended adoption. Commissioner Field, supported by Commissioner Doty, moved to approve the FY 1999 Audit Report as submitted. The motion carried unanimously.

No action occurred on this item. Director Cousino recommended that this item be discussed after the Commission determines whether or not covered employees may change to the new medical insurance coverage.

Commissioner Doty, supported by Commissioner Field, moved to adopt Resolution #HHC 1999-12, modifying the sexual harassment portion of the Commission’s Personnel Policies, to adopt language recommended by the City of Hillsdale. The motion carried unanimously.

Director Cousino distributed a letter from a coordination agency, denying the Commission’s application for a license for walkie-talkies. Director Cousino reported that this was the second such denial by the FCC, by different agencies and recommended that the Commission cease application, since a large amount of time and capital had been expended. Commissioners agreed with Mr. Cousino’s recommendations.

Director Cousino reminded Commissioners that the next regular meeting would also be the Commission’s annual meeting, and asked that Commissioners consider serving as officers.

Maintenance Supervisor Paul Piper presented his opinion that the Commission should establish a local Section 8 housing office.

Commissioner Field, supported by Commissioner Doty, moved to adjourn. The motion carried unanimously, and the meeting adjourned at 01:06 p.m.

Respectfully submitted,

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