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, August 03, 2000

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, August 03, 2000, and was called to order at 12:00 p.m. by President Vear.

Roll Call

Minutes - Regular Meeting, June 08, 2000

Vice President Field requested a correction to the minutes of the regular meeting held July 06, 2000 as presented, to indicate that Vice president Field adjourned the meeting. A motion was made to accept the minutes as corrected by Vice president Field.  The motion was supported by Commissioner Doty and carried unanimously.

Report of Maintenance

Unit Turnovers

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

Annual Inspections

Mr. Piper reported difficulty locating drywall and painting contractors to perform maintenance required following annual inspections of all units at Hilltop Apartments.  

           Licensed Painter

Mr. Piper reported that a licensed painter had been located and was currently painting vacant apartments at Hilltop Apartments. 

Fencing Repairs

Mr. Piper reported that warranty repairs were necessary on the recently installed fencing at Hilltop Apartments.  Mr. Piper reported contact with the installation contractor for fencing warranty work.

           Parking Lot        

Mr. Piper reported receipt of two bids to seal parking lots at Hilltop Apartments. Mr. Piper recommended that the Quality Asphalt’s low bid of $1,681.00, be approved, pending release of FY 2001 Capital Grant Funding.  Commissioner Doty, supported by Vice president Field, moved to approve Quality Asphalt’s Bid when Capital Grant funds became available. The motion carried unanimously.

Accounts Payable Report / Bills

Bills in the amount of $27,480.19 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

Director’s Report

Resolution # 2001-07 Deceased Tenant Policy

Vice President Field, supported by Commissioner Doty moved to adopt Resolution #HHC 2001-07, approving the Deceased Tenant Policy, with implementation over the next sixty days. The motion carried unanimously.

FY 2000 Energy Study

Commissioner Skiver, supported by Commissioner Doty, moved to accept the fiscal year 2000 Energy Study as presented. The motion carried unanimously. President Vear requested that Director Cousino post the study for review by the residents of Hilltop Apartments. 

Resolution # 2001-06 Bank Account Signatures

Vice President Field, supported by Commissioner Doty moved to accept Resolution #HHC 2001-06, authorizing signatories on all Commission bank accounts, as presented. The motion was carried unanimously. 

LOCCS Access

Director Cousino reported that he and Commissioner Skiver were authorized for LOCCS access.  Mr. Cousino further reported that President Vear, as certifying official, could not be authorized for LOCCS access. Following brief discussion, Commissioners indicated their desire to not authorize any additional access at the present time. 

Hillsdale County Continuum of Care Committee

Director Cousino reported that HUD correspondence recommended PHA involvement in local Continuum of Care programs. Mr. Cousino reported that he had been attending local meetings and had recently been appointed Vice president. Mr. Cousino reported a potential conflict of interest and inquired as to whether legal opinion by the Commission’s legal counsel was necessary.  Commissioners strongly encouraged Mr. Cousino to continue attendance at Continuum of Care meetings and stated their opinion that future conflicts of interest may be reported to the Commission’s legal counsel at the time of the conflict.  

CIAP Progress Report

CIAP 99

Security System

Mr. Piper reported that installation of a security camera at the Patio door entrance of the Community Room of Hilltop Apartments and upgraded security monitoring equipment, budgeted under the Commission’s FY 2000 CIAP grant, had been completed. 

Community Room Lighting

Mr. Piper reported that new lighting had been installed in the Community Room and Smoking Room of Hilltop Apartments, as budgeted under the Commission’s FY 2000 CIAP grant.

Irrigation System

Mr. Piper reported that installation of an irrigation system, budgeted and approved under the Commission’s FY 2000 CIAP grant, had not been initiated.  Mr. Piper reported difficulty contacting the contractor approved for installation.

Rewiring of Management Office

Mr. Cousino reported that rewiring of the Hilltop Apartments management office was scheduled for the end of August 2000, and office personnel would move to apartment number 112 during the rewiring process.  Mr. Cousino also reported that refurnishing the office, budgeted under the FY 2001 Capital Grant fund, would also occur at this time, since this would prevent having to vacate the office on two separate occasions.  Director Cousino reported that Miller Interiors had been contracted with to design refurnishing of the management office. 

Unfinished Business

Pet Deposit/Non-Refundable Fee

No action occurred at this time.  Director Cousino reported that the Commission’s attorney was researching this issue and recommendations would be presented upon receipt.

Resolution # HHC 2001-03 Amendment to Personnel Policy

A motion was made by Commissioner Doty, supported by Vice President Field to accept Resolution # HHC 2001-03 Amendment to Personnel Policy as presented. The motion carried unanimously.

 Draft Acceptable Computer Use Policy

Director Cousino requested Commissioner comments and suggestions for a Draft Acceptable Computer Use Policy.  After discussion, Mr. Cousino stated that a Resolution would be presented for potential adoption of this policy in the near future.  

Resolution # HHC 2001-05 Maintenance Repair and Utility Charges – Rate Revision

Commissioner Doty supported by Commissioner Skiver, moved to adopt Resolution HHC 2001-05, Maintenance Repair and Utility Charges – Rate Revision as presented. The motion carried unanimously.

CD Rates/Investment Register

Responding to previous Commission inquiry, Director Cousino provided each Commissioner with an analysis of certificate of deposit rates.  Mr. Cousino stated his opinion that it would not be advantageous to consolidate CDs.  Commissioners concurred with Mr. Cousino’s recommendations.

          Housekeeper LPWR Analysis

Responding to previous Commission inquiry, Director Cousino provided each Commissioner with an analysis of local prevailing wage rates for housekeeper, and reported that the hourly rate for the Commission’s current housekeeper, Candi Piper, was slightly low, based on the LPWR analysis.  Following discussion, Commissioner Doty moved to increase Candi Piper’s current hourly wage to $7.00 per hour, retroactive to the first day following Ms. Piper’s probationary period. Vice president Field supported the motion, which carried unanimously.  Commissioners also requested that a review of all salaries be presented.  Director Cousino stated that this information would be presented in the near future. 

New Business

Resolution # HHC 2001-04 – PHAS MASS Submittal

Commissioner Doty, supported by Commissioner Skive, moved to adopt Resolution #HHC 2001-04, approving submittal of the Public Housing Assessment System Management Assessment Systems as presented. The motion carried unanimously.

Approval of 2000 Audit Contract

Director Cousino reported receipt of three bids for performance of the Commission’s FY 2000 audit. Director Cousino recommended that neither the highest or lowest bidders be accepted, based on recommendations by other housing agencies that stated that both firms experienced difficulty submitting audit information electronically, as is required by the new housing law.  Mr. Cousino therefore recommended approval of the median bid, from John Dipiero, PC.  Commissioner Doty, supported by Commissioner Skiver, moved to approve the bid from John Dipiero, P.C. The motion carried unanimously.

Adjournment

Commissioner Doty, supported by Commissioner Skiver, moved to adjourn the meeting. The motion carried unanimously, and the meeting was adjourned at 1:06 p.m.

 Respectfully submitted,

 Victoria VanVlerah, Secretary
Hillsdale Housing Commission