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 June 06, 2002

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, June 06, 2002 , and was called to order at 12:00 p.m. by Vice president Field.

Roll Call

Minutes

Regular Meeting, 02/07/2002

Commissioner Eames moved to approve minutes of the regular meeting held on February 07, 2002 as presented.  The motion was supported by Commissioner Skiver. The motion carried unanimously.

Regular Meeting, 04/04/2002

Commissioner Skiver moved to approve minutes of the regular meeting held on April 04, 2002 as presented.  Motion supported by Commissioner Eames.  The motion carried unanimously.

Residents and Visitors with Commission Business

HARA Report

The Hilltop Apartments Resident Association presented no report.

Accounts Payable Report/Bills

Bills in the amount of $58,098.29 were presented for payment.  Commissioner Eames, supported by Commissioner Skiver, moved to accept the Accounts Payable Report and pay the bills as presented.  The motion carried unanimously.

Report of Maintenance

Unit Turnover

Maintenance Supervisor Paul Piper reported that no unit turnovers had occurred because the Commission currently had no vacancies.

Annual Cycle Painting

Mr. Piper reported that annual cycle painting of four (4) occupied units at Hilltop Apartments had been completed.

Fire Alarm Testing

Mr. Piper reported that Sieman’s Fire Safety had successfully completed testing of the fire alarm system at Hilltop Apartments.

Emergency Outlets Installation

Mr. Piper reported that the installation of generator-powered outlets in the hallways of Hilltop Apartments had been completed as approved by Commission action at the meeting on April 04, 2002 .  Mr. Piper stated that Lucas Electric installed the outlets at a cost below budget.

Annual Apartment Inspections

Mr. Piper reported that he and Executive Director Alton Cousino had completed the annual inspection of units at Hilltop Apartments.  Needed repairs were noted and most all have been successfully completed. 

Renewal of Contract for Generator Power

Mr. Piper reported that a one-year service contract with Standby Power for generator power had been renewed with an annual increase of 5%.

Exterior Window Washing

Mr. Piper reported that he has been researching the cost of exterior window washing as had been done previously.  The estimated cost of last year’s window washing was under $500.00.  The commission showed approval and Commissioners agreed to discuss this item at a later meeting.

Director’s Report

QHWRA

2001 PHAS Score

Executive Director Alton Cousino reported that an appeal of the Commission’s FY 2001 PHAS score had been submitted to HUD and had resulted in a partial approval.  The status of designation was not changed.  Mr. Cousino stated that he was considering whether a response to the approval letter was appropriate.

Resident Complaint Procedures Policy

Mr. Cousino reported that a draft resident complaint form had been completed and distributed a copy to all Commissioners.  Commissioners requested that Mr. Cousino submit the draft form to the Commission’s legal counsel for review prior to further consideration.

Silent Auction

No action occurred on this item.

Drug/Alcohol Screening

Mr. Cousino reported that he would like to research the possible discontinuance of the Commission’s current policy of performing periodic drug and alcohol screening and/or physical examinations.  Mr. Cousino reported that the City or Hillsdale was no longer performing these types of screens for employees and Mr. Cousino inquired into Commission interest in researching whether the Commission could discontinue these screens as well.  Commissioners agreed to discuss this item at a later date. 

Investments

As previously discussed, Mr. Cousino researched reinvesting certificates of deposit due to a drop in interest rates.  Mr. Cousino researched reinvesting in U.S. Treasury Bonds and reported that although interest rates were slightly higher, funds would be “locked up” for a specific period and not accessible for use in case of an emergency.  Therefore, Mr. Cousino recommended not investing in Treasury Bills at the current time.  Commissioners concurred with Mr. Cousino’s recommendations.

Grant Reports

CFP 2002

Mr. Cousino reported receipt of funding levels for the Commission’s CFP 2002 grant, but that he had not yet received notice of approval.  Mr. Cousino stated that he anticipated in the very near future.

Unfinished Business

DART Rental of Smoking Lounge

No action occurred on this item.  Director Cousino stated that the City of Hillsdale will not execute a rental lease for Dial-A-Ride’s management offices in the Smoking Lounge at Hilltop Apartments until DART received FCC clearance.

Commissioner Training

Mr. Cousino discussed the possibility of holding an off-site “retreat” type of training session for Commissioners as well as other boards from surrounding areas.  It was discussed that such a retreat be held around August or September.  Commissioners agreed to discuss this matter at a later date.

Schedule of all Positions and Salaries

No action occurred at this time. 

“3 Lease Violations” Eviction Policy

Mr. Cousino reported receipt of a letter from legal counsel advising that the Commission not adopt a draft policy to evict residents if they receive 3 dwelling lease violations within a 12-month period as had been discussed at a previous meeting.  A motion not to modify the existing Dwelling Lease to include this clause was made by Commissioner Skiver and supported by Commissioner Eames.  The motion carried unanimously.

Application Denial/Appeals Process

No action occurred at this time. 

Pet Run Location

Mr. Cousino reported that staff were in the process of modifying the location and construction of the pet run at Hilltop Apartments.  Mr. Cousino also reported that he had been in contact with both Leader Dogs, Inc. and the tenant complainant regarding the proper construction and location of the dog run, and that construction was scheduled to begin in the near future.  Mr. Cousino stated that a report discussing this item would be made at a later date.

MSHDA Housing Acquisition Redevelopment Grant Application

Mr. Cousino reported stated that he was in the process of determining if it would be beneficial to apply for a grant from MSHDA that would promote affordable housing in the area.  He stated that he was researching the pros and cons of renovation vs. demolition and rebuilding of properties obtained under this grant.  Mr. Cousino also stated this might potentially bring about the need to form a nonprofit agency.  Further information will be gathered when he and Maintenance Supervisor Paul Piper attend the MSHDA Housing Development conference in Traverse City at the end of June.

New Business

Executive Director Annual Evaluation

Executive Director Alton Cousino’s annual evaluation was due July 01, 2002 .  A form to complete the evaluation was distributed to Commissioners.  Mr. Cousino recommended a 3% increase in annual salary, effective July 01, 2002 .  Commissioner Eames, supported by Commissioner Skiver, moved to approve the increase as recommended.  The motion carried unanimously.

Secretary Permanent Employment Salary Increase

Director Cousino reported that Secretary Michelle Loren would complete her 60-day probation period on June 08, 2002 .  Mr. Cousino recommended a 3% increase in her wages, effective June 08, 2002 .  Commissioner Eames, supported by Commissioner Skiver, moved to approve the increase.  The motion carried unanimously.

Housing Discrimination Complaint

Director Cousino reported receipt of a housing discrimination complaint, filed by a resident of Hilltop Apartments.  Director Cousino stated that he had filed a written response to the complaint with the Michigan Department of Civil Rights and had spoken with the representative from Civil Rights.  Mr. Cousino reported that the Civil Rights representative had verbally agreed with Mr. Cousino’s assertions that the complaint was baseless, but stated that no formal communication had been received. Director Cousino provided each Commissioner with a copy of all documentation, and Commissioner Eames thanked Mr. Cousino for the thoroughness of the documentation.

Resolution #HHC 2002-17 – Equal Housing Clause Modification

Mr. Cousino reported that a representative from the local HUD office recommended that PHAs modify existing “Equal Housing” and “Equal Employment” clauses to include language that the Commission does not discriminate on the basis of “sexual orientation.”  Mr. Cousino recommended modification Admissions and Continued Occupancy Policies, Equal Housing Opportunity Policy, and Hilltop Apartments Dwelling Lease. Commissioner Skiver moved to adopt Resolution #HHC 2002-17, adopting this change across all pertinent policies.  The motion did not receive support and therefore died for lack of support.  Commissioner Eames stated his opinion that because “sexual orientation” is already protected under existing Public Housing policies, it would be redundant to include this language.

FY 2003 Operating Budget

Photocopies of the FYE 06/30/2003 Operating Budget were presented to all Commissioners.  Commissioner Eames moved to approve the budget as submitted and Commissioner Skiver supported the motion.  The motion carried unanimously.

Pet Policy - Proposed Modification

Mr. Cousino distributed a draft modification to the existing Pet Policy in response to a request from President Vear.  Mr. Cousino stated that a resident with a dog requested that the dog be allowed to run unrestrained on the grounds of Hilltop Apartments during specified hours.  No action occurred at this time and it was agreed that it be discussed at a later date.

Resolution #HHC 2002 – 18 –Ceiling Rent Adjustment

Mr. Cousino reported that a market study to determine average market rent for unassisted rental units had been conducted, in accordance with the Commission’s existing Admissions and Continued Occupancy Policies.  Mr. Cousino reported that the study had been conducted for the purpose of determining and setting ceiling and flat rate rents for the Commission’s public housing programs programs.  The findings of the market study were found to be acceptable, and a motion to adopt Resolution #HHC 2002-18 was entered by Commissioner Eames and supported by Commissioner Skiver.  The motion carried unanimously.

July Meeting Date

Director Cousino reported that the next regularly scheduled meeting was scheduled for July 04, 2002 .  Since this date was a holiday, Commissioners agreed to reschedule the meeting for Tuesday, July 09, 2002 at 10:00 a.m.

JCIL – Use of Community Room

Director Cousino reported receipt of a written request to use the Community Room of Hilltop Apartments for a “Town Hall” meeting on disabilities, by the Jackson Center for Independent Living (JCIL).  Director Cousino reported that the Commission had previously been reluctant to allow non-resident activities in the Community Room.  Commissioners presented the matter to residents who attended the meeting, and none expressed dissent for allowing this meeting.  Commissioners agreed that JCIL could use the Community Room to hold Town Meetings as long as the meetings pertain to the interests of the tenants of Hilltop Apartments.

Infectious Waste Disposal

Director Cousino reported that syringes used by tenants for medical purposes were being improperly disposed of and potentially endangering staff.  Mr. Cousino recommended research this matter by contacting proper authorities to obtain the necessary information regarding the proper disposal of such syringes.  Mr. Cousino stated that research would be presented upon completion.

Resolution #HHC 2002-10 – FY 2002 Final Budget Resolution  

A photocopy of the FY 2002 Final Budget Resolution and the final budget was presented to all Commissioners.  Commissioner Eames, supported by Commissioner Skiver, moved to adopt Resolution #HHC 2002-19 as presented.  The motion carried unanimously.

Adjournment

Vice president Field adjourned the meeting at 1:10 p.m.

 Respectfully submitted,  

Michelle Loren
Secretary, Hillsdale Housing Commission