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 February 08, 2001

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, February 08, 2001, and was called to order at 12:10 p.m. by President Vear.

Roll Call

Minutes - Regular Meeting January 04, 2001

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

Report of Maintenance

Unit Turnover

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

Landscaping

Mr. Piper reported receipt of an annual contract from Executive Green Landscaping, included start-up and winterization services for the irrigation system. Vice president Field, supported by Commissioner Fowler moved to accept the one year contract as presented. The motion carried unanimously.  

Pay Phone

Mr. Piper reported that a pay telephone had been installed in the vestibule of Hilltop Apartments as discussed during a previous meeting. Mr. Piper reported that he anticipated that telephone line connection services were scheduled in the near future.  Mr. Piper further reported that calls to 9-1-1 and the management office would be made available free.

Door Locksets

Mr. Piper stated that he had spoke with our locksmith regarding apartment door locks at Hilltop Apartments. Mr. Piper reported that the locksmith stated that locks appear to be functioning properly. Mr. Piper reported the locksmith’s recommendation to replace the current locksets with a “passage set” and install a deadbolt to prevent lockouts. Finally, Mr. Piper stated that the Commission may be eligible for a credit on the current lockset.  Mr. Piper stated that he would present a quotation upon receipt.  Mr. Piper reported that all apartment door and mailbox locks were repined on Saturday, January 27, 2001.

Alarm System

Mr. Piper reported receipt of three quotes from Siemens, Cerberus Divi I on our alarm system annual inspection and reported that the quotation for service for a one-year contract was $1,850.00.  Mr. Piper further reported receipt of quotations for extended warranty services.

Fire Extinguishers

Mr. Piper reported that all fire extinguishers at Hilltop Apartments had been serviced under the annual inspection service by H & S Fire Protection.

Cycle Painting

Mr. Piper reported that three apartments were scheduled for cycle painting services.           

Accounts Payable Report/Bills

Bills in the amount of $23,264.02 were presented for payment. Commissioner Doty, supported by Commissioner Skiver, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

Visitors with Commission Business

Director’s Report

QHWRA

Resolution # HHC 2001-13 - Adoption of Optional Exclusions

Executive Director Alton Cousino reported that a draft of Resolution #HHC 2001-13, adopting optional exclusions for working families, had been posted for public comment and a memo describing these changes to the Admissions and Continued Occupancy Policies, Dwelling Lease, and Pet Policy had been sent to the Hilltop Apartments Residents for comments. Mr. Cousino reported that no comments had been received. Vice president Field, supported by Commissioner Doty, moved to adopt Resolution #HHC 2001-13 as presented.   The motion carried unanimously.  

Resolution # HHC 2001-15 – Adoption of Ceiling Rents

Executive Director Cousino presented Resolution # HHC 2001-15, Adoption of Ceiling Rents, to prevent working families who lose employment, then regain employment, from having to pay flat rent. Commissioner Fowler, supported by Commissioner Skiver moved to adopt Resolution #HHC 2001-15 as presented. The motion carried unanimously.

Annual Plan FYE 06/30/2002

Executive Director Cousino proposed the Hillsdale Housing Commission hold a special meeting on Thursday, February 22, 2001, at 12:00 noon, to review the Annual Plan and approve for posting. In addition, the Hillsdale Housing Commission should hold a public hearing to discuss any changes recommended and approve the Annual Plan on Thursday, March 22, 2001, at 12:00 noon. Commissioners agreed to the additional meeting schedule as proposed. 

PHAS Appeal

Executive Director Cousino announced that HUD had approved an appeal of the Hillsdale Housing Commission’s FY 2000 Public Housing Assessment System (PHAS) score, and reported that the PHA was once again designated as a “High Performer”. However, Mr. Cousino stated that HUD may be rescinding portions of the PHAS grading system in the near future and stated that this change may reduce the Commission’s score back to “Standard Performer”.

DART Rental of Arts & Craft Room

Executive Director Cousino reported that he had been approached by officials from the City of Hillsdale, inquiring about the possibility of renting office space for Dial-A-Ride. A discussion followed. Commissioners directed staff to survey the Residents of Hilltop Apartments in an attempt to resident interest.  Director Cousino stated that the results of the survey would be presented at a later date.

Safety Deposit Box

Executive Director Cousino explained difficulty regarding access to the Commission’s safety deposit box at Old Kent Bank. A discussion followed. Commissioner Doty, supported by Commissioner Field moved to have one person access the safety deposit box. Roll Call Vote: Vear, aye; Field, aye; Skiver, aye; Fowler abstain.                

CFP Progress Report

CFP 2000 Report

Director Cousino stated that Capital Fund Program funds had been received and that he was working on an operating budget for submission to HUD in the near future.

Unfinished Business

Pet Deposit/Non-refundable Fee

Commissioner Fowler, supported by Commissioner Doty moved to adopt Resolution # HHC 2001-14, modifying the existing Pet Policy to replace Section W to read: “The owner of a dog or cat shall pay a non-refundable fee in the amount of $50.00 to cover the reasonable operating costs to the Hillsdale Housing Commission relating to the presence of dogs and cats at the project.” The motion carried unanimously.

Staff Wage Rates/Salaries

No action occurred on this item. Commissioners agreed to discuss this item during the special meeting scheduled for February 22, 2001.

Hilltop Apartments Resident Association

No action occurred on this item.

Hilltop Apartments Alarms Monitor

No action occurred on this item. Commissioners agreed to discuss this item during the special meeting scheduled for February 22, 2001.

Hillsdale Housing Commission By-Laws

The Board of Commissioners directed Mr. Cousino to make recommendations to the Commissioners regarding potential modification of the Commission’s By-Laws.

New Business

PHAS Inspector Training

Executive Director Cousino reported that HUD had scheduled training sessions to educate PHAs on the new PHAS physical inspection system. He recommended that Maintenance Supervisor Paul Piper attend this training session at the end of April 2000.  Mr. Cousino stated that he was uncertain whether he would be able to attend.  Following discussion, Commissioners expressed approval for attendance.

Housekeeper Salary Increase/Heath Benefit

Director Cousino reported that Housekeeper Luanne Lehman had completed her 60-day employment probation period and recommended a $0.25 per hour increase retroactive to February 02, 2000. Commissioner Fowler, supported by Commissioner Doty moved to approve the $0.25 hourly increase. The motion carried unanimously.

Adjournment

President Vear declared the meeting adjourned at 2:35 p.m.

Respectfully submitted, 

Victoria J. VanVlerah, 
Secretary, Hillsdale Housing Commission