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 May 03, 2001

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, May 03, 2001, and was called to order at 12:04 p.m. by President Vear.

Roll Call

Minutes

Special Meeting March 22, 2001

President Vear recommended correction of the minutes of the special meeting held March 22, 2001 as submitted.  Ms. Vear recommended that the minutes be changed to reflect that the Commission requested involvement in an upcoming fire drill at Hilltop Apartments by the City fire department.  Ms. Vear also recommended modifying the minutes to indicate that the Commission requested that a memo be sent to all Hilltop Apartments residents describing after-hours emergency procedures.  Vice president Field, supported by Commissioner Doty, moved to approve the minutes of the special meeting held on March 22, 2001, as corrected.  The motion carried unanimously.

Regular Meeting April 05, 2001

President Vear recommended correction of the minutes of the regular meeting held on April 05, 2001 to indicate that a discussion occurred regarding opening a charge account at the Market House grocery.  Commissioner Skiver, supported by Commissioner Doty, moved to accept the minutes of the regular meeting held April 05, 2001, as corrected.  The motion carried unanimously.

Report of Maintenance

Unit Turnovers

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

Pay Telephone

Mr. Piper reported that the pay telephone at Hilltop Apartments had generated $0.95 during the previous month.

Elevator Repairs

Mr. Piper reported that recent repairs to the Hilltop Apartments elevator had included replacement of switches.  Mr. Piper also reported that the periodic elevator load test was in process at the time of the meeting.

Annual Alarm System Test/Certification

Mr. Piper reported the successful completion of the annual test and certification of the alarms system at Hilltop Apartments.

Hilltop Apartments External Window Washing

Mr. Piper reported that he had been unsuccessful in locating a contractor to wash exterior windows at Hilltop Apartments.  As a possible solution, Mr. Piper stated that the Commission could rent a cherry picker and staff members could perform this service.  Following brief discussion, Commissioner Doty recommended a firm which may perform these services.  Mr. Piper stated that he would contact this firm and report findings at a later date.

Patio Garden Pond

Mr. Piper reported that installation of a garden pond was in process in the patio area at Hilltop Apartments and should be completed in the near future.

Community Room Waterfall

Mr. Piper reported receipt of a used waterfall sculpture for the Community Room of Hilltop Apartments and demonstrated the waterfall for Commissioners.  Mr. Piper stated that the waterfall could be purchased for approximately $600.  Following discussion, Commissioner Doty, supported by Vice president Field, moved to purchase the waterfall sculpture.  The motion carried unanimously. 

Accounts Payable Report/Bills

Bills in the amount of $19,850.51 were presented for payment.  Following discussion, 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

Hilltop Apartments Carpeting

Hilltop Apartments resident Katherine Alton (212) inquired as to whether carpeting would be installed in all apartments at Hilltop Apartments, as a part of the Commission’s ongoing Capital Fund Program improvement plan.  Executive Director Alton Cousino stated that this item might be included in later Capital Fund Program budgets.

Dial-A-Ride Rental of Smoking Lounge

Hilltop Apartments resident Ella Asaro (311) stated her concerns about security and use of the Hilltop Apartments public restrooms, should the Commission rent the Hilltop Apartments Smoking Lounge to the City of Hillsdale’s Dial-A-Ride offices, as approved during a previous meeting.  Director Cousino stated that Dial-A-Ride employees would be responsible for security in the same manner that any other leaseholder would be.

Michigan Housing Commission Risk Retention Alliance

Michigan Housing Commission Risk Retention Alliance (MHCRRA) spokesperson and Battle Creek Housing Commission Executive Director Ken Dey made a presentation regarding the benefits of joining MHCRRA.  Mr. Dey presented a spreadsheet which highlighted the difference between MHCRRA and the Commission’s current insurance carrier.   Mr. Cousino reported that the Commission’s current carrier was scheduled to give a presentation regarding the benefits of continuing the Commission’s current coverage at an upcoming meeting.

Director’s Report

                       Quality Housing and Work Responsibility Act

FY 2002 Annual Plan

Director Cousino stated that HUD had accepted the Commission’s fiscal year 2002 annual plan, approved by Commission action during a previous meeting.

Secretary Personal Leave

Director Cousino reported that the Hillsdale Housing Commission’s secretary, Vickie VanVlerah had requested personal leave for a maximum of eight weeks.  Director Cousino reported that he had contacted the Commission’s attorney and City Hall regarding this matter, and provided each Commissioner with a photocopy of the approval letter to Ms. VanVlerah.  President Vear requested that Mr. Cousino contact the Commission’s legal counsel and worker’s compensation carrier to determine whether the Commission could require a physician’s release to return to work prior to Ms. VanVlerah’s return.  Mr. Cousino stated that he would research this issue and present findings at a later date.

Hillsdale Housing Commission Telephone – Voice Mail

Director Cousino reported the completion of research regarding forwarding the Commission’s telephone calls if the caller encountered a busy signal.  Mr. Cousino reported that this service was available from the Commission’s current telephone service provider for a fee of approximately $15 per month.  Following discussion, Commissioner Doty recommended that Mr. Cousino contact a representative of a telephone equipment provider prior to final action.  Mr. Cousino stated that he would contact the provider and present findings at a later date.

CFP Progress Report

CFP 2000

Director Cousino reported that CFP 2000 proposed expenditures were subject to environmental review and stated that a contract had been initiated with the Region II Planning Commission for the performance of this review.  Mr. Cousino stated that he would present recommendations following receipt of the approved environmental review.

CFP 2001

Resolution #HHC 2001-21 – CFP Amendment to the Annual Contributions Contract

Vice president Field, supported by Commissioner Doty, moved to adopt Resolution #HHC 2001-21, authorizing Executive Director Alton Cousino to execute HUD form 5284A.  The motion carried unanimously.

Unfinished Business

Hilltop Apartments Resident Association

No action occurred on this item.

Hillsdale Housing Commission By-Laws Revision

Director Cousino reported meeting with Commissioner Fowler regarding the Commission’s draft revision to the By-Laws.  Mr. Cousino reported that modifications had been completed, and presented each Commissioner with a photocopy of the draft By-Laws.  Following discussion, Vice president Field, supported by Commissioner Doty, moved to submit the draft By-Laws to City Council and HUD for approval prior to adoption and ratification.  The motion carried unanimously.

Resolution #HHC #2001-19 – Adoption of Revised Executive Director’s Job Description

Director Cousino reported meeting with President Vear regarding the draft revision to the Executive Director’s Job Description and reported that modifications had been completed.  Mr. Cousino provided each Commissioner with a photocopy of the draft revision.  Commissioner Skiver, supported by Vice president Field, moved to adopt Resolution #HHC 2001-19, approving the revised Executive Director’s Job Description, as presented.  The motion carried unanimously.

Personnel Policy Revision

No action occurred on this item.  Director Cousino reported that the draft revision to the Commission’s Personnel Policy had been delivered to the Commission’s attorney for review and recommendations prior to adoption. 

Hilltop Apartments Fire Drill

Director Cousino stated that a fire drill had been scheduled for Hilltop Apartments residents in the near future.  Mr. Cousino stated his intention to request participation by the City of Hillsdale Fire Department, as specified during an earlier meeting and by Commission recommendation.

New Business

No new business was presented.

Adjournment

Commissioner Doty, supported by Vice president Field, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 01:44 p.m. 

Respectfully submitted,

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