Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

Minutes - Rescheduled Regular Meeting June 19, 2001

Call to Order

The rescheduled regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Tuesday, June 19, 2001, and was called to order at 11:18 a.m. by Vice president Field. President Vear arrived at 11:25 a.m.

Roll Call

Minutes

Regular Meeting, May 03, 2001

Commissioner Doty, supported by Commissioner Skiver, moved to accept the minutes of the regular meeting held May 03, 2001, as presented. 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 $2.75 during the previous month.

Annual Inspection

Mr. Piper reported that annual inspection of all dwelling units had been completed at Hilltop Apartments.

Patio Garden Pond

Mr. Piper reported that a garden pond had been installed in the patio of Hilltop Apartments, as discussed during a previous meeting.  Mr. Piper reported that the pond had been stocked with fish and the pond area had been landscaped.

Hilltop Apartments External Window Washing

Mr. Piper reported the receipt of a bid from Clear View Window Washing for $1,000.00 to wash the exterior windows of Hilltop Apartments.  Mr. Piper reported that we had rented a power lift vehicle and washed the windows at a cost of  $765.00.

Cycle Painting

Mr. Piper reported the completion of cycle painting at Hilltop Apartments for fiscal year 2001.

Siding Repairs

Mr. Piper reported that siding on the exterior of Hilltop Apartments was in immediate need of repair.  Mr. Piper stated that insufficient weatherproofing beneath the vinyl siding was allowing water penetration in apartments.   Mr. Piper reported that he had requested bids for repair but received only one response, from Hodge Construction Company, in the amount of $10,640.00.  Commissioner Doty, supported by Commissioner Skiver, moved to approve the bid from Hodge Construction, for $10,640.00, as presented. The motion carried unanimously.

Accounts Payable Report/Bills

Bills in the amount of $29,051.93 were presented for payment.  Vice president Field, supported by Commissioner Doty, moved to accept the accounts payable report and pay the bills as presented.  The motion carried unanimously.

Visitors with Commission Business

Dial-A-Ride Rental of Smoking Lounge

Residents present an inquiry as to whether the City of Hillsdale had decided to rent the Hilltop Apartments Smoking Lounge as office space for the Dial-A Ride administrative office.  Director Cousino reported that no action had occurred on this item.

Director’s Report

Quality Housing and Work Responsibility Act

Optional Income Exclusion – Budgetary Impact Estimate

Executive Director Alton Cousino reported that recently revised estimates of the budgetary impact of providing Hilltop Apartments residents with optional income exclusions for working families was estimated to be approximately double the initial estimate, based on recently completed annual recertification data.  Mr. Cousino recommended that the Commission review the actual budgetary impact at the end of the FY 2002 fiscal year for potential modification.

2000 PHAS Press Release

Mr. Cousino provided each Commissioner with a photocopy of a recently published article in the Hillsdale Daily News, praising the Housing Commission for garnering a national award for HUD’s Public Housing Assessment System (PHAS) for fiscal year 2000.  Mr. Cousino also provided photocopies of a “Letter to the Editor” article from City Manager Tim Vagle, praising the Housing Commission and Mr. Cousino’s efforts.  Mr. Cousino stated that the articles were a result of issuing a press release, as requested by board members during an earlier meeting.

Secretary Personal Leave

Director Cousino reported that the Hillsdale Housing Commission’s secretary, Vickie VanVlerah, had returned from personal leave. Mr. Cousino reported contact with the Commission’s attorney and worker’s compensation insurance carrier regarding requiring a doctor’s certification prior to authorizing Ms. VanVlerah’s return to work, as requested during an earlier meeting.   Director Cousino reported his finding that that a Doctor’s certification could not be required to return to work, since a personal leave, not a medical leave, was granted.

Hillsdale Housing Commission Telephone – Voice Mail

Director Cousino recommended that the Commission take no further action at this time regarding the acquisition of telephone hardware, due to excessive anticipated costs.  Mr. Cousino recommended that the Commission discuss the purchase of hardware with CFP 2001 funds. 

HHC Agenda – “Additions to Agenda”

Director Cousino reported that President Vear had recommended amending the regular meeting agenda to include “Additions to Agenda.”  After brief discussion, Commissioners agreed to add this item to the regular meeting agenda.

MHDA Sault Ste. Marie

Director Cousino invited the Commissioners to attend an upcoming Michigan Housing Director’s Association (MHDA) conference in October 2001.  Mr. Cousino reported that the agenda included budgeting, the Dwelling Lease, Admissions and Continued Occupancy Policies (ACOP), and other policies. Mr. Cousino requested the attendance of at least two Commissioners.

Commissioner Training

Director Cousino reported the recent purchase of a book on Commissioner Training.  Mr. Cousino further reported the receipt of a PowerPoint presentation on Commissioner training, prepared by the Public Housing Director of the Detroit office of HUD. Mr. Cousino inquired as to whether Commissioners were interested in training, and offered a choice of two programs, a one-hour program or a half-day program. After brief discussion, Commissioners requested that Mr. Cousino attempt to develop a one-hour program.  Mr. Cousino stated that he would attempt to trim the half-day presentation down as much as possible and stated that he would schedule the training for the end of August 2001.

Secretary’s Employment Anniversary

Director Cousino stated that Secretary Vickie VanVlerah’s employment anniversary date had been delayed due to personal leave. Mr. Cousino reported that Ms. VanVlerah’s new employment anniversary date was June 16, 2001.  Mr. Cousino reported that an annual performance evaluation had been completed and that Ms. VanVlerah received an “Outstanding” rating. Director Cousino recommended a 3% cost of living increase, retroactive to June 16, 2001.  Vice president Field, supported by Commissioner Doty, moved to approve a 3% per hour increase, from $10.17 per hour to $10.48 per hour, retroactive to June 16, 2001. The motion carried unanimously.    

Executive Director’s Annual Evaluation

Director Cousino reported that the annual evaluation for the Executive Director was scheduled for June 30, 2001. He asked if the Commissioners were interested in performing this evaluation. Commissioners agreed to perform an evaluation, and Mr. Cousino stated that he would include evaluation forms in the next meeting packet.

City Prescription Reimbursement Program Representative

Director Cousino reported that the City of Hillsdale had requested that he serve as the City’s representative on a panel researching the benefits of implementing a prescription drug benefit program for Hillsdale County.  Commissioners expressed approval for Mr. Cousino to serve as the City’s representative, as well as representing the Housing Commission.

CFP Progress Report

CFP 2000

Environmental Review

No action occurred on this item.  Director Cousino reported that the Environmental Review was still in process.    

Capital Needs Assessment – Architect/Engineer Selection 

Director Cousino recommended that the Housing Commission not approve a Capital Needs Assessment at the current time so that funds could be reallocated to siding repairs at Hilltop Apartments.  Following brief discussion, Commissioners agreed to reallocate funds from the Capital Needs Assessment to siding repairs.    Mr. Cousino recommended that the Housing Commission discuss this item following receipt of FY 2001 Capital Fund Program funds.

CFP 2001

UPCS Contractor Inspection

Director Cousino reported that HUD had delayed annual physical inspection of Hilltop Apartments, in part due to the excellent score received during last year’s inspection, and in part due to problems with the grading system.  Mr. Cousino reported the receipt of a quotation from a firm offering to inspect Hilltop Apartments according to HUD’s physical inspection protocols, prior to HUD’s inspection, so that the Housing Commission stood a better chance of achieving a high score.  Mr. Cousino recommended that the Commission consider contracting with a firm to perform these services prior to the next HUD inspection, anticipated in August 2002.

Unfinished Business

Hilltop Apartments Resident Association

Director Cousino reported that Secretary Vickie VanVlerah was in the process of attempting to reorganize a Resident’s Association at Hilltop Apartments.

HHC # 2001-24 By-Laws Revision

Commissioner Doty, supported by Vice president Field, made a motion to adopt resolution #HHC 2001-24, adopting amendments and corrections to the Commission’s existing By-Laws.  The motion carried unanimously.

DART Rental of Smoking Lounge

No action occurred on this item.

Resolution #HHC #2001-22 – Adoption of Personnel Policy

Vice president Field, supported by Commissioner Doty, made a motion to adopt resolution #HHC 2001-22, adopting revisions to the Commission’s existing Personnel Policies. The motion carried unanimously. 

Director Cousino reported that an error existed in the Commission’s previous Personnel Policies which did not allow Commission employees with more than five years consecutive employment to accrue vacation time in accordance with the schedule in place at the City of Hillsdale.  Mr. Cousino reported that corrections to this error had been made in the recently adopted Personnel Policy, and recommended that the Commission grant nine additional days of vacation time to Executive Director Alton Cousino and six additional vacation days to Maintenance Person Paul Piper to correct this error.  Mr. Cousino further recommended that these accumulated days be paid during the next payroll, since adding these days to the employees’ accrued time may have resulted in the loss of these days, based on the Commission’s accrual policies.  Vice president Field, supported by Commissioner Skiver moved to pay Director Cousino nine days of accrued vacation pay, Maintenance Supervisor Piper six days of accrued vacation pay during the next payroll as a result of changes in the Personnel Policy. The motion carried unanimously.

Hilltop Apartments Fire Drill

Director Cousino reported contact with the City of Hillsdale Fire Department regarding an upcoming fire drill at Hilltop Apartments.  Mr. Cousino reported that Fire Department officials recommended that Hilltop Apartments residents stay in their apartments, should a fire break out, rather than go to the stairwell, as previously instructed.  Mr. Cousino stated that, based on this information, a fire drill was unnecessary.  Mr. Cousino reported, however, that he had distributed a memo instructing residents of this change, and discussed this item at a recent resident meeting. 

New Business

Resolution HHC # 2001-23 – PHA Board Resolution Approving Operating Budget or Calculation of Performance Funding System Operating Subsidy (FY 2001 Operating Budget Revision # 001)

Vice president Field, supported by Commissioner Doty made a motion to adopt resolution #HHC 2001-23, amending the operating budget for fiscal year 2001. The motion carried unanimously.

Adjournment

Vice president Field, supported by Commissioner Doty, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 12.25 p.m. 

Respectfully submitted,

Victoria J. VanVlerah,
Secretary, Hillsdale Housing Commission