Minutes 02-07-2002
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 February 07, 2002

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, February 07, 2002 , and was called to order at 12:13 p.m. by President Vear.

Roll Call

Present were:	President Vear, Vice president Field and Commissioners Skiver and Eames.
Absent was:	Commissioner Doty.
Also present were:	Executive Director Alton Cousino, Maintenance Supervisor Paul Piper, Secretary Vickie VanVlerah, Housekeeper Luanne Lehman, and the following Hilltop Apartments residents: Marlene Donihue (203), Betty Blair (205), Jerry St. Peter (210), Joyce Johnson (402), Cecelia Henderson (316), Velma Smith (201), Alice Kuhn (309), Vicky Carpenter (101), Joyce Feix (213), and Connie Landers (Guest).

Additions to Agenda

Director Cousino requested three additions to the agenda as published: under “Unfinished Business” add, “Resolution #HHC 2002-15,” to adopt the Draft Vehicle Use Policy; under “New Business,” add “Resolution #HHC 2002-14,” approving the FY 2002 Operating Budget; under “Grant Reports,” add, “CFP 2002.” The Commissioners expressed consent for the additions to the agenda as published.

Minutes – Special Meeting, December 19, 2001 and Regular Meeting, January 03, 2002

Vice president Field, supported by Commissioner Skiver, moved to approve the minutes of the special meeting held on December 19, 2001 and regular meeting held on January 03, 2002 , as presented. The motion carried unanimously.

Visitors with Commission Business

Resident Refrigerator

Hilltop Apartments resident Joyce Feix (213) stated she was having trouble with the dog run, and inquired as to when she would receive payment for lost food items, due to problems with her refrigerator. Mr. Cousino reported that the Commission had issued a check to Ms. Feix for lost food. Mr. Cousino also reported that they had been unable to reproduce any problems with the refrigerator after it had been moved to the maintenance shop.

HARA Report

Betty Blair (205) reported that Hilltop Apartment Resident’s Association passed the By-Laws as corrected by the Board of Commissioners. She stated that she had agreed to the position of President until the next election. Ms. Blair stated that Executive Director Cousino had offered a computer for the resident’s use. Ms. Blair also inquired as to the status of Dial-A-Ride and receipt of funds for the residents to use to purchase a printer and computer supplies.

Accounts Payable Report/Bills

Bills in the amount of $68,311.24 were presented for payment. Commissioner Skiver, supported by Commissioner Eames, 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. Mr. Piper stated that one unit had been turned over in 17 days.

Pay Telephone Revenue

Mr. Piper reported that the pay telephone at Hilltop Apartments had generated $1.70 in revenue during the previous month.

Cycle Painting

Mr. Piper stated that six apartments were due for 5- year cycle painting and stated that he intended to schedule this service in March or April.

Landscape

Mr. Piper reported that the interior water garden had been completed, with the assistance of Housekeeper Luanne Lehman.

Bathtub Strips

Mr. Piper reported that he had installed a set of non-stick strips in a bathtub at Hilltop Apartments, in response to a resident request made during a previous Commission meeting. Mr. Piper expressed his opinion that the installed strips appear to be working well. Mr. Piper also stated that he had located self-adhesive safety mats which may prove more efficient than the strips. Following discussion, Commissioner Eames suggested that a mat also be installed and a comparison be conducted as to resident’s preference and the mat/strips durability.

Additional Power for Hilltop Apartments Residents

Resident Amy Wright (302) expressed her concern over the electrical stoppage due to the winter storm the previous week. She stated that she requires electricity at night for medical reasons. Director Cousino stated that management would look into determining if certain hallway outlets could be powered during blackouts, but stated that this type of modification to the existing power grid would require additional funding.

Hallway Ceiling Fans

Resident Joyce Feix (213) inquired as to the possibility of installing ceiling fans in the hallways. Mr. Cousino stated that he would research funding this item with future grant funds.

Executive Director’s Report

Operations

	1 Br.	2 Br.
Move-Ins:	1	0
Move-Outs:	3	0
Vacancies:	2	0
Approved Applications:	2	0
Applications in processing:	7	0
Applications on waiting list:	0	0

QHWRA

Director Cousino stated that Hilltop Apartments had lost their Public Housing Assessment System (PHAS) “High Performer” designation status as a result of changes to HUD’s rounding methodology. Director Cousino stated that he was considering appealing the score.

Resident Complaint Procedures Policy

Director Cousino stated that he had attempted to draft a complaint policy but he felt that an additional policy would only add confusion since the Dwelling Lease already addressed this issue. After a brief discussion, Commissioner Eames suggested a “Complaint Form” be developed. Both parties would sign this form when a complaint was presented to management. Director Cousino stated that he would attempt to develop a form and would present to the Commission upon completion.

NPHAUG Spring Conference

Director Cousino stated the National PHA software Users Group’s (NPHAUG) spring conference was scheduled in Chicago this spring and stated his desire to attend. All Commissioners expressed consent for Mr. Cousino’s attendance at this conference.

May 2003 Regular Meeting

As a result of Director Cousino attending the NPHAUG spring conference, the May regular meeting date has been changed from May 2, 2002 to May 9, 2002 . The time remains the same.

Audit Presentation

Mr. Cousino stated that Hillsdale Housing Commission auditor John Dipiero would be in the area February 18^th through the 21^st and would be available to give a presentation of the audit during that period, in response to a previous Commission request. A date of February 20^th at 12:00 noon for the presentation was agreed upon. President Vear requested that Mr. Cousino attempt to schedule the audit presentation so that Commissioner Doty could attend.

FY 2003 Annual Plan

Director Cousino stated that FY 2003 Annual Plan was completed and presented the report for Commission review. Mr. Cousino stated that the Resident’s Advisory Board was scheduled to meet on Friday, February 8, 2002 at 2:00 P.M. Mr. Cousino stated that all residents had been invited to attend and invited Commissioners to also attend. Mr. Cousino stated that a Public Notice would be published in the Hillsdale Daily News by March 3, 2002 , reporting the Public Hearing date of April 4, 2002 to approve the 2003 Annual Plan at the Commission’s regular monthly meeting.

Grant Reports

CFP 2000

Mr. Piper reported that recessed lights and hallway borders, work items scheduled under the Commission’s FY 2000 CFP grant, were scheduled to begin in the near future.

CFP 2001

Truck Purchase

Mr. Piper stated the delivery of the Commission’s recently purchased truck, scheduled under the Commission’s FY 2001 CFP grant, had been completed on January 14, 2002 .

Shelving

Mr. Piper reported that replacement of shelving in all units at Hilltop Apartments, scheduled under the Commission’s FY 2001 CFP grant, had been completed.

CFP 2001 Final Drawdown

Director Cousino stated the final draw of $4,700.00 had occurred under the Commission’s FY 2001 CFP Operations line item. Mr. Cousino recommended that these funds be used to pay insurance on the Commission’s recently acquired truck, to pay overages of approximately $1,700.00 from the Commission’s FY 2000 CFP grant, purchase replacement chairs for the Hilltop Apartments Library, and purchase an additional carpet runner for the Community Room. Commissioners expressed consent for the allocation of funds as recommended.

CFP 2002

Director Cousino stated that approximately $70,000.00 in Capital Funding for fiscal year 2002 was anticipated but no funds had been released as of this date. Mr. Cousino stated that he was unaware of when the funds would be released.

Reports of Committees and Subcommittees

There were no reports from Committees or Subcommittees.

Unfinished Business