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, July 06, 2000

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, July 06 2000, and was called to order at 12:00 p.m. by Vice president Field.

Roll Call

Minutes - Regular Meeting, June 08, 2000

Commissioner Doty, supported by Commissioner Fowler, moved to approve the minutes of the regular meeting held June 8 2000 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.  

Licensed Painter

Mr. Piper reported difficulty locating a licensed painter for vacant units at Hilltop Apartments.. Following discussion, Commissioner Doty, supported by Commissioner Skiver, moved to waive the Commission’s requirement to contract only with licensed painting contractors for sixty days.  The motion carried unanimously. 

Accounts Payable Report/Bills

Bills in the amount of $19,347.40 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

Deceased Tenant Policy

Director Cousino reported that the Commission’s draft Deceased Tenant Policy had been distributed to each resident of Hilltop Apartments on June 13 2000, following Commission approval for distribution during a previous meeting.  Mr. Cousino stated that the policy was currently in a required a thirty-day public comment period, and that less than thirty days had elapsed since posting.  Mr. Cousino stated that the draft policy would be presented to Commissioners for possible adoption at a later meeting. 

QHWRA

Director Cousino reported his intention to implement the Housing Commission’s Web site on July 30 2000, and requested additional Commissioner photographs for the site. 

Executive Director’s Annual Evaluation

Director Cousino provided each Commissioner with an analysis of the Executive Director’s Annual Performance Appraisal. 

Investment Register

Mr. Cousino provided each Commissioner with a copy of the Commission’s current Investment Register, in response to Commissioner requests following the last regular monthly meeting.  Discussion ensued regarding the possibility of reinvestment of funds into longer-term and/or consolidated investment packages. Director Cousino agreed to research whether reinvestment in the suggested manner would benefit the Housing Commission.  Mr. Cousino stated that research results would be presented upon receipt. 

Hillsdale County Telephone  Book Advertisement

Mr. Cousino reported contact with a vendor regarding placement of an advertisement in a new Hillsdale County telephone directory, and stated that the advertisement would cost approximately $1,000.  Following brief discussion, Commissioners recommended that Mr. Cousino place the advertisement.

LOCCS Access

Director Cousino reported contact with the Detroit area office of HUD, regarding the implementation of additional signatories on the Commission’s Line of Credit Control Systems (LOCCS) accounts.  Mr. Cousino reported that the HUD representative stated that two Commission members and the Executive Director were listed as authorized signatories and recommended that no additional signatories be authorized.  Brief discussion ensued in which Commissioners expressed their desire to add one additional signatory.  Mr. Cousino agreed to research which Commissioners were listed as signatories and stated that this information would be presented upon request. 

Resolution #HHC 2000-02 ACC Amendment for FY 2000 Capital Grant Fund

Director Cousino reported that the Commission had received HUD approval for fiscal year 2001 Capital Grant funding in the amount of $76,967.  Director Cousino reported that a preliminary work item list had been compiled, and stated his intention to draw down funds in late July or early August 2000.  Following discussion, Commissioner Doty, supported by Commissioner Fowler, moved to adopt resolution #HHC 2000-02, amending the Commission’s Annual Contributions Contract (ACC) to accept Capital Grant Funds.  The motion carried unanimously.  .

NAHRO Annual Conference

Director Cousino provided each Commissioner with a photocopy of a brochure from the National Association of Housing and Redevelopment Officials (NAHRO), describing an upcoming annual conference.  Director Cousino reported that Commissioner training was included on the agenda and inquired as to whether Commissioners were interested in attending the conference.  Commissioners agreed to review the agenda and indicate interest in attendance by July 14 2000.    

Secretary Wage Increase

Director Cousino reported that Secretary Victoria VanVlerah had completed her sixtieth day of employment on July 02 2000 and therefore the probationary employment period had expired.  Mr. Cousino stated that a performance evaluation had been completed and recommended increasing Ms. VanVlerah’s hourly wage $0.25 per hour, retroactive to July 02 2000.  Commissioner Fowler, supported by Commissioner Skiver, moved to increase Secretary Victoria VanVlerah’s hourly wage $0.25 per hour, retroactive to July 02 2000.  The motion carried unanimously.

CIAP Progress Report

CIAP 98

Director Cousino and Mr. Piper reported that all contracted work items had been completed under the Commission’s FY 1998 CIAP grant, and Director Cousino stated that he anticipated receipt of final billing and closeout documents in the near future.

CIAP 99

Director Cousino reported that a contract for electrical work, budgeted under the Commission’s FY 1999 CIAP Grant, had been awarded to Lucas Electric Company, and that a formal Notice to Proceed had been issued.

Unfinished Business

Pet Deposit/Non-Refundable Fee

No action occurred on this item.  Mr. Cousino reported that the Commission’s legal counsel was researching this item and that a written legal opinion had been requested following completion of research.  Mr. Cousino stated that the legal opinion would be presented to the Housing Commission upon receipt. 

Employee Medical Insurance Coverage

Director Cousino reported that City of Hillsdale employees were given a one-time one hundred dollar switchover bonus for changing medical coverage plans, due to potential future premiums savings.  Mr. Cousino stated that Maintenance Person Paul Piper had not been offered this bonus at the time of switchover, and recommended payment.  Commissioner Doty, supported by Commissioner Fowler, moved to authorize a one-time, one hundred dollar medical benefit switchover bonus for Maintenance Supervisor Paul Piper.  The motion carried unanimously.

Director Cousino further reported that City employees pay ten percent of medical coverage premiums under the new program.  Mr. Cousino stated that an analysis of premium costs had been completed and stated his opinion that the Commission should continue to observe the current Personnel Policy, which states that the Commission pays the entire cost of insurance coverage.  Following brief discussion, Commissioners instructed Mr. Cousino to amend the Personnel Policy to require that employees hired after July 06 2000 pay ten percent of medical insurance premiums.  Mr. Cousino stated that the revision would be presented in resolution form at a later date. 

Draft Acceptable Computer Use Policy

Director Cousino provided each Commissioner with a copy of a revised draft Acceptable Computer Use Policy, and reported that major modifications of the draft policy had been completed.  Commissioners agreed to review the draft policy for possible adoption at a later date. 

Maintenance Repair and Utility Charges – Rate Revision

Director Cousino reported that the draft Maintenance Repair and Utility Charges, which included a rate revision, had been distributed to every resident of Hilltop Apartments on June 09 2000 and was now in a thirty-day public comment period.  Mr. Cousino stated that the revised policy would be presented for possible adoption at the next regular monthly meeting. 

Playground/Playroom Equipment Survey

Director Cousino provided each Commissioner with a copy of the results from a resident survey regarding the potential acquisition of playground equipment and/or conversion of a Hilltop Apartments common area to a playroom.  Mr. Cousino reported that the survey results indicated that residents of Hilltop Apartments were not interested in these items. 

New Business

Alarms Monitor Annual Salary Increase

Director Cousino reported that Alarms Monitor Bernadine Laser would complete her second year of employment on August 01 2000 and recommended a three percent salary increase, effective August 01 2000.  Commissioner Doty, supported by Commissioner Fowler, moved to increase the Alarms Monitor’s annual salary three percent, effective August 01 2000.  The motion carried unanimously.

Resolution # HHC 2001-01 – Modification of Personnel Policy

Director Cousino reported contact with a representative from the Commission’s insurance carrier.  Mr. Cousino reported that the representative recommended modification of the Commission’s existing Personnel Policy to indicate that probationary employees were in no way exempted from Michigan’s “at-will” employment status.  Commissioner Skiver, supported by Commissioner Doty, moved to adopt Resolution #HHC 2001-01, amending the Personnel Policy.  The motion carried unanimously.

Housekeeper Wages  

Commissioner Fowler reported concern regarding the hourly wage for the Commission’s housekeeper, and stated her opinion that the housekeeper’s wages should be increased. Following discussion, Director Cousino agreed to survey local businesses to determine if prevailing wage rates were being observed for this position.  Mr. Cousino stated that results of the survey would be presented upon receipt.

Adjournment

Vice President Field declared the meeting adjourned at 12:50 p.m.

 Respectfully submitted,

Victoria VanVlerah, Secretary
Hillsdale Housing Commission