Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

Minutes – Rescheduled Regular Meeting March 19, 2002

Call to Order

The rescheduled regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Tuesday, March 19, 2002 , and was called to order at 10:41 a.m. by Vice president Field.  The regularly scheduled monthly meeting to be held on March 07 2002 had been cancelled due to lack of quorum.

Roll Call

Additions to Agenda

There were no additions to the agenda as published.

Minutes

Regular Meeting 02/07/2002

President Vear indicated that she wished to present corrections and/or additions to the minutes of the regular meeting held on February 07 2002 at a later date.

Special Meeting 02/20/2002

President Vear indicated that she wished to present corrections and/or additions to the minutes of the special meeting held on February 20 2002 at a later date.

Residents and Visitors with Commission Business

Generator-Powered Hallway Electrical Outlets

Hilltop Apartments resident Joyce Feix presented an inquiry into whether the Commission had taken any action to install generator-powered hallway electrical outlets, as had been discussed at a prior meeting.  Director Cousino reported that he would attempt to finance this item with anticipated future grant funds.

HARA Report

No report was presented by members of the Hilltop Apartments Resident Association (HARA).

Accounts Payable Report/Bills

Bills in the amount of $25,596.50 were presented for payment.  Commissioner Skiver, supported by Commissioner Doty, moved to accept the Accounts payable report and pay the bills as presented.  The motion carried unanimously.

Maintenance Supervisor’s Report

Unit Turnovers

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

Pay Telephone

Mr. Piper reported that the pay telephone in the lobby of Hilltop Apartments had generated $1.25 in revenue during the last month.

Cycle Painting

Mr. Piper reported the successful scheduling of cycle painting of units at Hilltop Apartments.  Mr. Piper stated that it was necessary to reschedule some units and recommended changing the schedule for commencement of cycle painting from early spring to summer.

Bathtub Strips

Maintenance Supervisor Piper reported the successful acquisition and installation of adhesive non-skid mats for the bathtubs at Hilltop Apartments, in response to a resident request during an earlier meeting.  Mr. Piper stated that he was monitoring the properties of the newly-installed strips and would schedule installation in all units at Hilltop Apartments following successful completion of the monitoring phase.

Annual Fire Alarm System Inspection

Mr. Piper reported receipt of one quotation for performance of the annual fire alarm system inspection at Hilltop Apartments.  Mr. Piper stated that he had sent several request for proposals (RFP’s), but only one contractor had returned a quote.  Mr. Piper stated that the inspection had been scheduled for the near future.

Executive Director’s Report

Quality Housing and Work Responsibility Act

2001 PHAS Score

Executive Director Alton Cousino reported that he had appealed the Commission’s FY 2001 PHAS score, on two items:  

1.      Decimal points had been truncated from the final score

2.      Due to the effectiveness of the Commission’s existing applicant screening system, the Commission had not evicted any families for violations of the “One Strike and You’re Out” clauses in the Admissions and Continued Occupancy Policies (ACOP) and Dwelling Lease.  

Director Cousino reported that he had been contacted by officials from HUD’s Real Estate Assessment Center (REAC) regarding the appeal, and stated that he would present the result of the appeal upon receipt.

Tenant Complaint Form

Mr. Cousino provided each Commissioner with a photocopy of a draft Tenant Complaint Form, as had been requested during a previous meeting.  Mr. Cousino recommended some modifications to the draft form, and Commissioners recommended additional modifications.  Mr. Cousino stated that he would modify the draft form as specified and submit to the Commission for review in the near future.

Reasonable Accommodations Request

Mr. Cousino reported receipt of a Reasonable Accommodations Request (RAR) form from a resident at Hilltop Apartments, in accordance with the Commission’s Admissions and Continued Occupancy Policies (ACOP).  Mr. Cousino reported that a visually impaired resident anticipating future auditory impairment had requested the installation of an alarm enunciator system which would vibrate to notify the resident if the apartment doorbell, telephone, emergency system, or smoke detector was activated.  Mr. Cousino stated that he felt unsure whether the RAR met the Commission’s existing definition of “reasonable,” and therefore referred the matter to the Commission’s legal counsel for a written opinion.  Mr. Cousino stated that he would present the legal opinion to the Commission upon receipt.

City Section 8 Program

Director Cousino reported contact with the Michigan Director of Public Housing in an attempt to initiate a Section 8 housing program within city limits, as discussed at previous Commission meetings.  Mr. Cousino reported that the Director of Public Housing had indicated that HUD would reallocate underutilized housing vouchers in the near future.  Mr. Cousino reported that the Director of Public Housing had stated that HUD was not planning reallocation of vouchers to housing authorities without existing Section 8 programs.

Credit Card Mis-charge

Director Cousino reported that he had erroneously used the Commission’s credit card for personal purchases in December 2001, and presented a check for repayment.  Vice president Field, supported by Commissioner Doty, moved to accept the check from Director Cousino for repayment.  The motion carried unanimously.

Continuum of Care Fund Allocations

Director Cousino reported that the Hillsdale County Housing Continuum of Care had applied for grant funds for 2002.  Mr. Cousino reported that the Continuum had allocated funds to Community Action Agency for a Housing Coordinator and to Domestic Harmony for assistance with rents and security deposits.

Job Descriptions

Secretary Job Description

Director Cousino provided each Commissioner with a draft job description for the Secretary.  Commissioners agreed to review the draft job description for discussion at a later date.

Housekeeper Job Description

Director Cousino provided each Commissioner with a draft job description for the Housekeeper.  Commissioners agreed to review the draft job description for discussion at a later date.

Secretary Employment Termination

Director Cousino reported receipt of a notice of termination of employment from Secretary Vickie VanVlerah, indicating that she was moving out of state.   Staff, Commissioners, and residents expressed appreciation for Ms. VanVlerah’s work for the Commission, and expressed best wishes for the future.

Grant Reports

CFP 2000

Director Cousino reported the successful completion of installation of wallpaper in the hallways at Hilltop Apartments and receipt of the final Capital Needs Assessment (CNA).  Mr. Cousino stated that all remaining CFP 2000 grant funds would be expended prior to the mandatory HUD obligation date of March 31, 2002 .

CFP 2001

Office/Community Room Roofing

Maintenance Supervisor Paul Piper stated that Request for Proposals (RFP’s) had been delivered for replacement of the office and Community Room roof, scheduled under the Commission’s CFP 2001 grant.  Mr. Piper stated that acceptance of quotations and commencement of work would occur in the near future.

Office Surge Suppressor

Mr. Piper reported the successful installation of a surge suppressor for the office circuits at Hilltop Apartments, scheduled under the Commission’s FY 2001 CFP grant.

CFP 2002

Director Cousino reported that the Commission had not received notice of approval for CFP 2002 funds, anticipated on 09/30/2001 .  Mr. Cousino expressed concern at the late approval for these funds and explained that formal funding for the Commission’s Secretary ended July 01, 2002 .  Mr. Cousino stated that additional capital was available for funding this position, but had planned on funding it entirely through the CFP 2002 grant.  Mr. Cousino expressed his opinion that HUD may be waiting until all CFP 2000 funds were expended to allocate 2002 funds.

Reports of Committees and Subcommittees

There were no reports from committees or subcommittees.

Unfinished Business

DART Rental of Smoking Lounge

Mr. Cousino stated that the City of Hillsdale had not yet executed a rental lease agreement for Dial-A-Ride’s management offices in the Smoking Lounge at Hilltop Apartments.

Commissioner Training

Director Cousino reported that the Michigan Chapter of the National Housing and Redevelopment Officials (NAHRO) was planning a statewide Commissioner training session in the near future.  Mr. Cousino provided each Commissioner with a photocopy of a brochure describing the conference and requested volunteers to attend.  Commissioners agreed to review the brochure and discuss attendance at the next regular monthly meeting.

Insurance Coverage – Hilltop Apartments

Director Cousino reported an approximately 25% increase in premiums in the Commission’s Hilltop Apartments insurance coverage.  Mr. Cousino stated that he had been unable to secure quotations for coverage from several other vendors.  Mr. Cousino stated that the premium quotation from the only firm willing to bid on coverage was not competitive with the Commission’s current carrier, and stated that the current policy had been renewed, at the increased coverage rate.

Schedule of All Positions and Salaries

No action occurred on this item.  Commissioner Doty requested additional time to review this item and stated that she would present recommendations at a later date.

“3 Lease Violations” Eviction Policy

Discussion ensued regarding the potential benefits and problems with adoption of a policy to terminate the lease of any resident who receives three dwelling lease violations within a 12-month period.  Following discussion, Commissioners requested that Mr. Cousino refer this matter to the Commission’s legal counsel prior to further discussion.  Mr. Cousino stated that he would refer the matter to the Commission’s attorney in the near future.

Application Denial/Appeals Process

Director Cousino provided each Commissioner with recommendations to modify the Commission’s existing Admissions and Continued Occupancy Policies (ACOP) regarding the application denial and appeals process for Hilltop Apartments.  Mr. Cousino stated that applicants were routinely denied admission due to credit problems, but stated that many of those credit problems were the result of the onset of a disability.  Mr. Cousino recommended modifying the ACOP to take into consideration any applicant whose credit problems stemmed from the onset of a disability.  Commissioners directed Mr. Cousino to draft modifications to the existing ACOP and present at a later date for further discussion.  

Mr. Cousino also reported that, under the Commission’s ACOP, application denial appeals could not be handled by the person who denied the application, and therefore appeals were normally heard by members of the Commission.  Mr. Cousino stated that several PHAs asked the Secretary to handle approval or denials, and therefore the Executive Director could handle the appeal.  Following discussion, Commissioners decided not to make any changes in the current system at this time.

Evicted Tenants Visiting Hilltop Apartments

Following discussion, Commissioners decided not to modify the Commission’s current policy of discouraging evicted tenants from visiting Hilltop Apartments, as had been discussed at previous meetings.

New Business

Resolution #HHC 2002-16, Removing Former Commissioner Fowler from Commission Bank Accounts and Adding Commissioner Eames

Vice president Field, supported by Commissioner Doty, moved to adopt Resolution #HHC 2002-16.  The motion carried unanimously.

Adjournment

Commissioner Skiver, supported by Commissioner Doty, moved to adjourn.  The motion carried and the meeting adjourned at 11:40 a.m.  

Respectfully submitted,  

Alton D. Cousino III, PHM
Executive Director, Hillsdale Housing Commission