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/Annual Meeting December 07, 2000

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, December 07, 2000 and was called to order at 12:03 p.m. by President Vear.

Roll Call

Election of Officers

Commission Fowler, supported by Commissioner Skiver, moved to elect the current slate of officers in toto. The motion carried unanimously. Director Cousino asked the directors if they were interested in modification to the Commission’s By-Laws. The Commissioners responded that they were interested in potential modification of the By-Laws and to the Executive Director’s Job Description.

Minutes - Regular Meeting November 09, 2000

President Vear recommended that the Minutes presented be corrected to indicate that an inquiry of the Hilltop Apartments Residents by Executive Director Alton Cousino regarding whether the residents were interested in maintaining a Resident’s Association received no response.  Vice President Field, supported by Commissioner Skiver, moved to accept the minutes of the regular meeting held November 09, 2000 as corrected. The motion carried unanimously.

Minutes – Special Meeting November 20, 2000

Commissioner Fowler requested that the Minutes as presented included the Residents concerns regarding after hour emergency phone and lockouts in the discussion. Commissioner Fowler, supported by Commissioner Doty moved to accept the minutes of the special meeting held November 20, 2000 as corrected. The motion was carried unanimously.

Report of Maintenance

Unit Turnover

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

Annual Inspections

Mr. Piper reported that drywall repairs necessitated under the Hilltop Apartments FY 2000 inspections had not occurred.

Landscape

Mr. Piper stated that trees and bulbs had not been planted as specified under contract.  The company would present a written guarantee to complete the Project in the near future.

In-House Antenna System

Mr. Piper reported that Frank Electronics was currently working on refurbishing the in-house antenna system as has been approved by previous Commission action and expected completion in the near future. 

Apartment Flooring

Mr. Piper reported that no action had been taken regarding the replacement of apartment flooring as discussed during the previous meeting.

Housekeeper

Mr. Piper introduced the new housekeeper, Luanne Lehman, to the Commissioners and Residents.

Pay Phone

Mr. Piper reported receipt of information regarding the purchase and installation of a pay telephone at Hilltop Apartments in response to Commission discussion during a previous meeting. Mr. Piper presented information on two types of pay phones for review and selection. Mr. Cousino recommended that the phone be placed in camera range in the vestibule. Commissioner Fowler, supported by Vice President Field moved to purchase the phone from Dura Corporation. The motion carried unanimously.  

Accounts Payable Report/Bills

Bills in the amount of $14,365.91 were presented for payment. Commissioner Field, supported by Commissioner Fowler, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

Visitors with Commission Business

Lock out Response Time

Bernadine Laser expressed her concerns regarding the 24 hour response time for lockouts. Mr. Cousino reported that it had never been Commission Policy to response to lockouts as emergencies.

Director’s Report

QHWRA

Community Service Policy

Vice President Field, supported by Commission Skiver moved to approve Resolution      # HHC 2001-12 adopting the Community Service Policy as presented, and amending the Admissions and Continued Occupancy Policy. The motion carried unanimously. 

Secretary’s Retroactive Wages

Director Cousino reported that retroactive wages had been promised to Secretary, Vickie VanVlerah, but not yet been disbursed because the Housing Commission had not received Capital Fund Program 2000 funds. He recommended that the Commission approve payment of these retroactive wages and increase the Secretary’s hourly rate to $10.17 effective December 9, 2000. Commissioner Fowler, supported by Commissioner Doty moved to pay the retroactive wages and increase the hourly wages to $10.17 effective December 9, 2000. The motion carried unanimously.            

Optional Income Deductions

Director Cousino reported that Congress recently enacted legislation that would allow the Housing Commission to adopt additional deductions that would benefit working families. Mr. Cousino stated that the new legislation allowed PHAs to calculate working families’ rent on net income instead of gross, and allowed PHAs to count child support payments as deductions from family income. Mr. Cousino cautioned, however, that the Housing Commission might be forced to absorb any loss of rental income as a result of the adoption of these optional deductions. Following discussion, the Board decided to discuss rent based on net rather than gross income and a deduction for 50% of child support at a later date. 

CFP Progress Report

CFP 2000 Report

No action occurred on this item.  Director Cousino stated that the U.S. Department of HUD had not yet released these funds.

Unfinished Business

Pet Deposit/Non-refundable Fee

Mr. Cousino stated that the Commission needed to determine the amount charged for a non-refundable fee for pets based on the Commission’s attorney recommendations.  Discussion followed regarding the amount to be charged, the benefits of pets and the damages to apartments as a result of having pets. Commissioner Fowler, supported by Vice President Field moved to set the Pet Non-Refundable Fee in the amount of $50.00. The motion carried, Commissioner Doty and President Vear abstained from the vote.

Staff Wage Rates/Salaries

Director Cousino stated that the wage rate survey was in analysis and would be ready for at a later date.

Hilltop Apartments Resident Association

A general discussion commenced regarding the lack of interest of the residents in forming or maintaining a Hilltop Apartments Resident Association. Director Cousino stated that he felt that it was important that the residents have this Association. The Board of Commissioners asked to be provided with a copy of laws governing the formation of Residents Association and the Hilltop Apartment Resident Association’s By-Laws.

Hilltop Apartments Alarms Monitor

Director Cousino stated that the complex was still without an in-house alarms monitor. No one had shown an interest in the position. Mr. Cousino stated that he would continue to look for someone to fill the position.

New Business

Resolution 2001-11

Vice President Field supported by Commissioner Doty moved to post Resolution 2001-11 for a thirty-day public comment period. Resolution 2001-11 would amend the Hillsdale Housing Commission’s Dwelling Lease to include the access to dwelling units by emergency and rescue personnel.

Adjournment

Vice President Field, supported by Commissioner Fowler, moved to adjourn.  The motion carried unanimously, the meeting adjourned at 1:45 p.m. 

Respectfully submitted,

Victoria J. VanVlerah, 
Secretary, Hillsdale Housing Commission