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 July 09, 2002

Call to Order

The rescheduled regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, July 09, 2002 , and was called to order at 10:03 a.m. by Vice president Field.

Roll Call

Additions to Agenda

There were no additions to the agenda.

Minutes - Regular Meeting 06/06/2002

Vice president Field requested two corrections to the minutes of the regular meeting held on June 06, 2002 as presented:  To correct grammatical errors under the “Roll Call” portion of the minutes; and correct the minutes to reflect that Resolution #HHC 2002-17 did not receive a second and therefore had died for lack of support.  Commissioner Eames, supported by Commissioner Skiver, moved to accept the minutes of the regular meeting held June 06, 2002 , as corrected.  The motion carried unanimously.

Residents and Visitors with Commission Business

Bathtub Mats

Hilltop Apartments resident Velma Smith (201) inquired as to whether Commission staff were preparing to install non-slip mats in bathtubs at Hilltop Apartments as had been discussed during a previous meeting.  Maintenance Supervisor Piper stated that a test mat had been installed in a unit but that insufficient time had passed to determine whether the mats would peel or not, and therefore installation in all units had not been scheduled.  Mr. Piper and Executive Director Alton Cousino recommended that residents complete work orders, should they desire installation prior to the scheduled install date.

Pet Run Area

Hilltop Apartments resident Joyce Feix (213) stated her opinion that the recently relocated pet run at Hilltop Apartments was not correct.  Ms. Feix stated her opinion that stones in the pet run were unstable and too hot for her leader dog to walk on.  Director Cousino stated that the pet run had been built so that it exceeded specifications, and stated that no further modification would occur.

Accounts Payable Report/Bills

Bills in the amount of $28,441.62 were presented for payment.  Commissioner Skiver, supported by Commissioner Eames, moved to accept the Accounts Payable report and pay the bills as presented.  The motion carried unanimously.  

Director Cousino reported that, due to HUD’s retainage of CFP 2002 funds and July operating subsidy, it was necessary for the Commission to liquidate a certificate of deposit and deposit the funds into the Commission’s operating account to cover expenses.  Director Cousino stated his opinion that both issues would be resolved before the end of July, 2002.

Maintenance Supervisor’s Report

Unit Turnovers

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

Pay Telephone

Mr. Piper reported that the pay telephone at Hilltop Apartments had generated $0.35 in income during the previous month.

Cycle Painting

Mr. Piper stated that four units were scheduled for cycle painting in fiscal year 2003, and that those would be scheduled to begin the end of July.

Window Washing

Mr. Piper stated that he was in the process of scheduling time for washing the exterior apartment windows, but stated that he did not anticipate completion prior to the end of July.

Cell Phone

Mr. Piper stated that it had become necessary to update the Commission’s emergency cell phone service and stated that a new contract had been executed which offered more minutes for the same cost.

Executive Director’s Report

QHWRA

FY 2001 PHAS Score

Director Cousino stated that he was considering whether a reply was appropriate to HUD Assistant Secretary Liu’s letter denying a portion of the Commission’s FY 2001 PHAS score appeal, as discussed at a previous meeting.  Director Cousino stated that any action would be presented at a later date.

Silent Auction

Director Cousino reported communication with City officials, who had informed him that Dial-A-Ride was planning to execute a lease and move into the Smoking Lounge at Hilltop Apartments on August 01, 2002 .  Mr. Cousino stated that it was necessary to hold a silent auction to dispose of items stored in the Smoking Lounge.  However, Mr. Cousino stated that the Commission’s existing Disposition Policy disallowed disposition of an item prior to removing its value from Commission books.  Since there was no way to determine how much an item would be disposed of (and therefore no way to determine the correct amount to write off Commission books), Mr. Cousino requested a waiver of this portion of the Disposition Policy until after the silent auction.  Mr. Cousino stated that a resolution to write off the correct amounts would be presented following the silent auction.  Commissioners concurred with Mr. Cousino’s recommendations.

FY 2003 Annual Plan

Mr. Cousino reported receipt of correspondence from HUD, approving the Commission’s fiscal year end 06/30/2003 Annual Plan.

LIAA Hillsdale – CIS/GIS

Director Cousino stated that work was ongoing on the local government pages of the CIS/GIS Hillsdale County Guide on the Internet.  Mr. Cousino stated that he anticipated completion of initial data submission in the near future, and that he was attempting to schedule a photo shoot throughout designated areas in the county in the near future.

Grant Reports

CFP 2002

Resolution #HHC 2003-02

Mr. Cousino reported receipt of a letter specifying that grant funds for the Commission’s FY 2002 Capital Funds had been approved.  Mr. Cousino stated that release of funds was contingent upon submission of resolution #HHC 2003-02 to HUD.  Commissioner Skiver, supported by Commissioner Eames, moved to adopt Resolution #2003-02 as presented.  The motion carried unanimously.

Reports of Committees and Subcommittees

There were no reports from committees or subcommittees.

Unfinished Business

DART Rental of Smoking Lounge

Mr. Cousino reported that an official from the City of Hillsdale recently informed him of the City’s intention to execute a lease agreement for Dial-A-Ride’s rental of the Smoking Lounge at Hilltop Apartments, as discussed during a previous meeting.  Mr. Cousino stated that he anticipated execution of the lease on August 01, 2002 .

Commissioner Training

No action occurred on this item.  Director Cousino stated that he was planning to schedule training for late September, 2002.

Resident Complaint Procedures Policy

Mr. Cousino distributed a photocopy of a letter from the Commission’s legal counsel to all Commissioners.  Mr. Cousino reported that the letter recommended against adopting a resident complaint form, since such complaints could not be kept private under the “Freedom of Information Act.”  Mr. Cousino concurred with the attorney’s recommendations and Commissioners agreed to discontinue pursuit of the proposed system.

Schedule of All Positions and Salaries

No action occurred on this item.

Application Denial/Appeals Process

Mr. Cousino distributed a photocopy of a letter from the Commission’s legal counsel to all Commissioners.  Mr. Cousino reported that the letter recommended certain changes in the proposed modifications of the Commission’s existing Admissions and Continued Occupancy Policies.  Mr. Cousino stated that the proposed changes would allow the Commission to consider for occupancy applicants whose credit records were damaged as the result loss of employment due to the onset of a disability.  Following discussion, Commissioners instructed Director Cousino to post the proposed changes for thirty days’ public notice, and to discuss this item for potential adoption at a later date.

Drug/Alcohol/Physical Employee Screening

No action occurred on this item.  Commissioners requested that Mr. Cousino continue to research whether discontinuance of the Commission’s current policy of periodic employee screenings for drugs, alcohol, and pre-employment physical screenings were mandatory under federal statute.  Mr. Cousino stated that he would present findings upon completion.

MSHDA Acquisition/Development/Resale Grant Application

Director Cousino reported that research was ongoing on whether to apply for MSHDA Acquisition/Development/Resale grants to rehabilitate and/or develop housing in Hillsdale.  Mr. Cousino reported that he and Maintenance Supervisor Paul Piper had recently attended a seminar hosted by MSHDA on this topic.  Mr. Cousino stated that it would be necessary to form a non-profit entity to administer this grant, and stated that a meeting with the Commission’s legal counsel had been scheduled for this purpose. 

Executive Director Annual Performance Evaluation

No action occurred on this item.  Mr. Cousino stated that he was waiting for return of completed evaluation forms from President Vear and Commissioner Doty.  Mr. Cousino stated that the completed evaluations would be totaled and that an average would be presented at a later date.

Pet Policy – Proposed Modification

No action occurred on this item.

Draft Housekeeper Job Description

Commissioners agreed to send a draft copy of the Housekeeper Job Description to the Commission’s attorney for review.  Following brief discussion, Maintenance Supervisor Piper requested that the job title be changed from Housekeeper to Maintenance Person.  Commissioners agreed to this change.  Mr. Cousino stated that the draft policy would be delivered to the attorney in the near future, and findings presented upon receipt.

Draft Secretary Job Description

Commissioners agreed to send a draft copy of the Secretary Job Description to the Commission’s attorney for review.  Mr. Cousino stated that the draft policy would be delivered to the attorney in the near future and findings presented upon receipt.

New Business

Resolution #HHC 2003-01 – Increase Employee Medical Insurance Premium Payment

Director Cousino reported that the City of Hillsdale had recently implemented changes in its Personnel Policy which doubled the medical insurance premium withheld from employees (from 10% to 20% of premiums), and stated that the Commission was obligated to observe the same increase.  Following discussion, Commissioner Skiver, supported by Commissioner Eames, moved to adopt Resolution #HHC 2003-01, modifying the Commission’s existing Personnel Policies to implement this change.  The motion carried unanimously.

Adjournment

Vice president Field adjourned the meeting at 10:48 a.m.

 Respectfully submitted,  

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