Minutes - Regular Meeting December 06, 2001 Call to Order The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, December 06, 2001, and was called to order at 12:12 p.m. by President Vear. Roll Call Present were: | President Vear, Vice president Field, Commissioners Skiver and Doty. | Absent was: | None. | Also present were: | Executive Director Alton Cousino, Maintenance Supervisor Paul Piper, Secretary Vickie VanVlerah, Housekeeper Luanne Lehman, and the following Hilltop Apartments residents: Beulah Wright (411), Marlene Donihue (203), Theresa Geren (407), Mary Throop (313), Erma Spade (415), Betty Blair (205), Jerry St. Peter (210), Joyce Johnson (402), Janet Johnson (305), Joyce Feix (213), Cecelia Henderson (316), Velma Smith (201), Marcien Dietz (204), Jill Slocum (104), Ruth Adams (413), and Alice Kuhn (309). |
Annual Meeting Elections of Officers Commissioner Skiver, supported by Commissioner Doty moved to keep the existing slate of officers in toto. The motion carried unanimously.
By-Laws Modifications Additions to Agenda Director Cousino recommended modification of the “Order of Meetings” section of the current By-Laws to include “Additions to Agenda.” HARA Report Director Cousino stated he would like to include the Hilltop Apartments Resident Association (HARA) report under “Visitors with Commission Business.” Commissioner Doty suggested that the agenda item be changed to “Residents and Visitors with Commission Business,” and include the HARA Report. July Meeting Director Cousino queried the board regarding the dismissal of the July meeting every year. He stated most Boards do not meet for a month in the summer. After a brief discussion it was decided to leave the scheduled meeting as is and address the subject of holding the July meeting every year. Expression of Gratitude Director Cousino thanked all board members for their continuing membership and hard work as the Hillsdale Housing Commission. Additions to Agenda Director Cousino recommended modifying the published agenda to add the following items under the Director’s Report: RASS Score and MSHDA Demolition/Construction. Commissioners concurred with Mr. Cousino’s recommended additions. Minutes - Regular Meeting – October 04, 2001 Vice president Field, supported by Commissioner Doty, moved to approve the minutes of the regular meeting held on October 04, 2001 as presented. The motion carried unanimously. Visitors with Commission Business Hilltop Apartments Resident Betty Blair (205) asked how much authority the staff has over the Resident’s Association. This question began a lengthy discussion regarding the Resident’s Association role as a whole, the Resident’s Association’s By Laws, responsibilities of the Residents, the Association and the Management. President Vear scheduled a special meeting to be held on December 19, 2001 at 12:00 Noon to address issues of the Resident’s Association. Hilltop Apartments Resident Joyce Feix (213) reported difficulty attempting to pass through the Community Room on the days that commodities were distributed. After lengthy discussion, President Vear requested that Director Cousino monitor the next scheduled distribution. Joyce Feix asked if it would be possible to install additional washers and dryers, possibly on another floor. Director Cousino stated that he would require requests from several residents or a request made by the Resident’s Association. He then would look into the possibility of adding additional washers and dryers. Accounts Payable Report/Bills Bills in the amount of $46,015.10 were presented for payment. Vice president Field, supported by Commissioner Doty, moved to accept the Accounts Payable Report and to pay the bills as presented. The motion carried unanimously. Maintenance Supervisor’s Report Unit Turnover Maintenance Supervisor Paul Piper presented a report on unit turnover times at Hilltop Apartments. Pay Telephone Revenue Mr. Piper reported that the pay telephone at Hilltop Apartments had generated $7.90 in revenue during the last two months. Landscaping Mr. Piper reported that spring bulbs had been planted. Executive Director’s Report Operations
| 1 Br. | 2 Br. | | Move-Ins: | 2 | 0 | | Move-Outs: | 2 | 0 | | Vacancies: | 1 | 0 | | Approved Applications: | 7 | 0 | | Applications in processing: | 3 | 0 | | Applications on waiting list: | 0 | 0 |
Quality Housing and Work Responsibility Act Annual Flat Rent Schedule Change Director Cousino recommended delaying implementation of the annual flat rent change until the annual re-certification of all residents in July. Mr. Cousino stated that the increase was more than $40.00 for the current year. The Commissioners agreed to this change. Mr. Cousino stated that an additional rent study would occur prior to implementation. Former Employee Insurance Coverage Commissioner Doty supported by Vice president Field moved to approve a payment to reimburse the City for one-half of medical premiums, sent to our insurance carrier by the City of Hillsdale in error for a former employee. The motion carried unanimously.
HHC Website Director Cousino reported that the Housing Commission’s Web presence had been moved to a new URL: www.hillsdalehousing.org., and that the site received over 100 hits in one month. In addition, Mr. Cousino reported that the site was recently praised at a HUD-sponsored Housing Agency Web Clinic at the Detroit Regional HUD office. Secretary Hire Date Vice president Field supported by Commissioner Doty moved to reinstate the Secretary’s original hire date, make her last raise retroactive back to her original hire date, and to pay the Secretary the insurance waiver for five weeks. The motion carried unanimously.
CICC – CIS/GIS Commissioner Doty, supported by Vice president Field moved to pay a cash donation of $500.00 to CICC – CIS/GIS to help fund the Interactive Guide to Hillsdale County through a promotional CD-ROM and web site. The motion carried unanimously.
Continuum of Care Director Cousino inquired as to whether the Commission was interested in receiving periodic reports regarding the Continuum of Care, since both he and president Vear both serve on this board. It was determined that a written update in the Director’s meeting memo when major projects were undertaken was sufficient.
REAC Score Director Cousino stated the REAC Resident Satisfaction Survey and the resulting score had been completed, and distributed photocopies for Commission review. Mr. Cousino reported that the Commission had received a score well in excess of the national average.
Grant Reports CFP 2000 Director Cousino reported that several items scheduled for the CFP 2000 grant had been completed. Mr. Cousino reported purchase and delivery of new chairs for the Community Room and new chairs in common areas. Replacement of resident’s door locksets had been scheduled for the near future. Mr. Piper stated that recessed hall lights were scheduled to be installed in the hallways after the first of the year. Wallpaper border in the hallways was scheduled for completion in the near future.
CFP 2001 Funds Drawdown Director Cousino reported that all funds had been drawn down except $30K, which was designated for purchase of a truck for the Housing Commission. Copier Feeder/Sorter Quotation Director Cousino stated that installation of a document feeder/sorter for the copy machine was well below budget. Mr. Cousino stated that a duplexer unit may be added at a reasonable price that would cause the account to go over-budget by approximately $160.00. Commissioners agreed to the additional purchase. Truck Purchase Director Cousino reported that six Requests for Proposals (RFP’s) for the purchase of a Commission truck had been sent, and that only three proposals had been received. Mr. Cousino reported that Beck Chevrolet had been awarded the sales contract, as they were the only bidder to meet specifications. Mr. Cousino stated that he anticipated delivery at the end of December. President Vear inquired about a vehicle use policy. Director Cousino stated that the Housing Commission did not have such a policy at this time, but he concurred with Ms. Vear’s recommendations at adopting such a policy after receipt of the truck. Shelving Mr. Piper reported that he had sent out RFP’s for the replacement of shelving in dwelling units at Hilltop Apartments, and stated that he received two proposals. Mr. Piper reported that the proposals received were above budget. However, Mr. Piper stated that the truck and the roofing projects were both under budget, and that these funds could be applied to the shelving project. Commissioner Doty, supported by Commissioner Skiver, moved to accept the shelving bid from Dale Mason Construction, for the amount of $16,650.00. President Vear relinquished her duties and turned the meeting over to Vice president Field. Reports of Committees and Subcommittees There were no reports from Committees or Subcommittees. Unfinished Business DART Rental of Smoking Lounge Director Cousino reported that he had not yet executed the lease to move Dial-A-Ride to the Hilltop Apartments Smoking Lounge. Mr. Cousino reported that DART was waiting for approval from the FCC to move the antenna tower. Commissioner Training No action occurred on this item.
Insurance Coverage – Hilltop Apartments No action occurred on this item. Commissioner Doty, supported by Commissioner Skiver, moved to table the Insurance Coverage agenda item until February. The motion carried unanimously.
Business Plans/Goals Director Cousino stated he had not had time to review other Housing Plans. Mr. Cousino stated his intention to discuss this item in the spring.
Schedule of all Positions and Salaries No action occurred on this item. Commissioner Doty, supported by Commissioner Skiver, moved to table the Schedule of all Positions and Salaries agenda item until the next regular monthly meeting. The motion carried unanimously.
New Business Resolution #HHC 2002-09 – Modification of Hilltop Apartments Dwelling Lease Director Cousino presented modifications of the Hilltop Apartments Dwelling Lease, incorporated into Resolution #HHC 2002-09. Commissioner Doty, supported by Commissioner Skiver, moved to post the proposed modifications for a thirty-day comment period, The motion carried unanimously. “3 Lease Violations” Eviction Policy No action occurred on this item. Commissioner Doty, supported by Commissioner Skiver, moved to table the “3 Lease Violations” Eviction Policy agenda item until the next regular monthly meeting. The motion carried unanimously.
Hillsdale Housing Commission Vacancy No action occurred on this item.
Housekeeper Annual Salary Increase Commissioner Doty supported by Commissioner Skiver moved to increase the housekeeper’s salary by 3%, from $8.50 per hour to $8.76 per hour, retroactive to December 04, 2001. The motion carried unanimously.
Audit Presentation Request Director Cousino reported that President Vear previously requested that the auditor present the annual audit report to the Commission. Mr. Cousino reported that the auditor would provide an audit presentation at a cost of approximately $200.00. Commissioner Doty requested a special meeting be held in February for the audit presentation.
Resolution #HHC 2002-10 – Correction to HHC Personnel Policy Commissioner Doty supported by Vice president Field moved to adopt Resolution #HHC 2002-10, to correct an error in Article VI, Schedule of Annual Tenure Payments. The motion carried unanimously. Application Denial/Appeals Process No action occurred on this item. Commissioner Doty, supported by Commissioner Skiver, moved to table the Application Denial/Appeals Process agenda item until the next regular monthly meeting. The motion carried unanimously.
Adjournment Commissioner Doty, supported by Commissioner Skiver, moved to adjourn. The motion carried and the meeting adjourned at 2:02 p.m. Respectfully submitted, Victoria J. VanVlerah
Secretary, Hillsdale Housing Commission | 
