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 August 01, 2002

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, August 01, 2002 , and was called to order at 12:04 p.m. by President Vear.

Roll Call

Additions to Agenda

No additions to the Agenda were presented.

Minutes – Rescheduled Regular Meeting 07/09/2002

Vice president Field, supported by Commissioner Eames, moved to accept the minutes of the rescheduled regular meeting held on July 09, 2002 , as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

HARA Report

Rummage/Bake Sale

Hilltop Apartments Resident Association (HARA) member Vicky Carpenter (101) reported that the HARA would hold a rummage and bake sale at Hilltop Apartments on September 13^th and 14^th, 2002.

Accounts Payable Report/Bills

Bills in the amount of $26,182.79 were presented for payment.  Vice president Field, 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 Revenue

Mr. Piper reported that the pay telephone at Hilltop Apartments had generated no revenue since the last meeting date.

Hilltop Apartments Cycle Painting

Mr. Piper reported that three of the four apartments scheduled for cycle painting had been completed, and that the final unit was being completed as of the date of the meeting.

Pond Waterfall

Mr. Piper reported the successful installation of a waterfall in the pond at Hilltop Apartments.

Bath Mats

Mr. Piper reported that installation of three non-skid bath mats had been installed for residents of Hilltop Apartments, in response to work orders received.  Mr. Piper stated that he was installing the bath mats at the time of unit turnover, and that he anticipated scheduling installation of the mats in the rest of the apartments in the near future.

Exterior Window Washing

Mr. Piper stated that the washing of exterior windows at Hilltop Apartments had not been scheduled, as discussed during a previous meeting, and stated that he was unsure whether or not schedule constraints would prevent the completion of this service in the near future.

Executive Director’s Report

QHWRA

2001 PHAS Score

Director Cousino provided each Commissioner with a photocopy of a letter to HUD Assistant Secretary Liu, further appealing the Commission’s FY 2001 PHAS score.  Mr. Cousino stated that he anticipated no further action from HUD on this item.

Resolution #HHC 2003-06 – Write Off Silent Auction Items

Executive Director Alton Cousino reported that a silent auction had been held to dispose of excess inventory and that income had been generated as a result of the auction.  Commissioner Doty, supported by Vice president Field, moved to adopt Resolution #HHC 2003-06, writing off the remaining value of these items from the Commission’s books.  The motion carried unanimously.

Reasonable Accommodations Request

Mr. Cousino provided each Commissioner with a photocopy of a letter sent to a Hilltop Apartments resident who had previously filed a Reasonable Accommodations Request (RAR) form for the installation of a “Vibra-Call” system in the tenant’s apartment at Hilltop Apartments.  Mr. Cousino reported that research had been completed on this item and that no further action was anticipated.  Mr. Cousino also distributed a photocopy of a second letter to the resident, informing the resident to use the designated pet run area for pet waste activities.

Continuum of Care

Director Cousino reported that the Hillsdale County Housing Continuum of Care had received approval for a Rural Homelessness grant from MSHDA.  Mr. Cousino stated that the grant will allow the Continuum to fund temporary supportive housing for two homeless families up to ninety days.

Hillsdale Community Information System

Mr. Cousino reported that work was ongoing with the Hillsdale Community Information System, and that he anticipated the adjournment of a general meeting in the near future.  Mr. Cousino stated that he anticipated completion of his initial assignments in the near future.

Grant Reports

CFP 2002

Mr. Cousino reported receipt of the approval of CFP 2002 funds, but stated that he had not received approval of the release of funds.  Mr. Cousino reported his intention to draw down these funds upon release.

Reports of Committees and Subcommittees

There were no reports from committees or subcommittees.

Unfinished Business

DART Rental of Smoking Lounge

Director Cousino reported that a lease had been executed for Dial-A-Ride’s rental of the Hilltop Apartments Smoking Lounge and introduced DART Director Judy Buzo to Commissioners and residents.  Ms. Buzo explained the Dial-A-Ride program, and discussed some upcoming events.

Commissioner Training

Mr. Cousino stated that Commissioner training had tentatively been scheduled for September 18^th, at either the Hillsdale County Schools Intermediate School District Administration building or Camp Michindoh .  Director Cousino stated that he would contact other PHAs who previously expressed interest in this training, and send notice of the training under separate cover at the time the schedule was finalized.

Schedule of All Positions and Salaries

No action occurred on this item.

Resolution #HHC 2003-07, Modify Application Denial/Appeals Process of ACOP

Mr. Cousino stated that public notice of a proposed change to the Commission’s existing Admissions and Continued Occupancy Policies (ACOP) had been posted on July 09, 2002.  Mr. Cousino stated that no comments had been received regarding the proposed change and therefore the ACOP could be amended with this change effective August 10, 2002 .  Vice president Field, supported by Commissioner Eames, moved to adopt Resolution #HHC 2003-07, modifying the Commission’s existing Admissions and Continued Occupancy Policies.  The motion carried unanimously.

Employee Drug/Alcohol/Physical Screening

Director Cousino provided each Commissioner with a copy of Form HUD-50070, Certification for a Drug-Free Workplace, in response to ongoing discussion regarding whether the Commission was interested in modifying its existing Personnel Policies.  As discussed at a previous meeting, Mr. Cousino reported that the City of Hillsdale had recently stopped performing pre-employment physicals and drug/alcohol screens and presented an inquiry as to whether Commissioners were interested in discontinuing this screening for Commission employees.  Following discussion, Commissioners requested that Mr. Cousino review employment policies from the Hillsdale County Senior Services Center and other PHAs.  Mr. Cousino stated that the results of this research would be presented upon receipt.

MSHDA Acquisition/Development/Resale Grant Application

Director Cousino reported the completion of research regarding applying for funds under the Michigan State Housing Development Authority’s (MSHDA) Acquisition/Development/Resale program.  Mr. Cousino reported that the City did not currently have properties which would be eligible for this program, and therefore there was no need to apply for this grant at this time.  Mr. Cousino recommended that the Housing Commission file the necessary tax paperwork to become eligible to apply for these funds, should property become available.  Following discussion, Commissioners requested that Mr. Cousino file the necessary tax paperwork to enable the Commission to apply for these funds in the future, and to contract with an attorney who previously completed these documents for another PHA.

Executive Director Annual Evaluation

Director Cousino provided each Commissioner with a photocopy of a spreadsheet detailing the averages for the Executive Director’s annual evaluation.

Pet Policy – Proposed Modification

Director Cousino provided each Commissioner with a photocopy of a proposed modification to the Commission’s existing Pet Policy, in response to a Hilltop Apartments resident request.  The proposed modification would permit a pet owner to allow the animal to run free in a designated area on the grounds of Hilltop Apartments during a specific time. 

Mr. Cousino recommended that the Commission not adopt this change, stating his opinion that such a change would increase the Commission’s liability exposure, and may present hazards or inconveniences to non-pet owning residents and/or visitors to Hilltop Apartments.  Following extensive discussion, Commissioners requested that Mr. Cousino contact the Commission’s attorney, insurance agent, and contact other PHAs for recommendations.  Commissioners also requested that Mr. Cousino distribute a survey to residents of Hilltop Apartments, in an attempt to determine resident interest on this item.  Mr. Cousino stated that completed research would be presented upon receipt.

Resolution #HHC 2003-05 – Adopt Maintenance Person Job Description

Resolution #HHC 2003-04 – Adopt Secretary Job Description

Commissioner Eames, supported by Commissioner Skiver, moved to adopt Resolutions #HHC 2003-05 and #HHC 2003-04, adopting job descriptions for the Maintenance Person and Secretary.  The motion carried unanimously.

New Business

Resolution #HHC 2003-03 – Donate Obsolete Director’s PC to HARA

Commissioner Doty, supported by Commissioner Skiver, moved to adopt Resolution #HHC 2003-03, donating an obsolete Director’s PC to the Hilltop Apartments Residents Association (HARA).  The motion carried unanimously.

Analysis and Award – FY 2002 Audit Contract

Director Cousino reported that four Requests for Proposals (RFP’s) had been sent to auditing firms for completion of the Commission’s FY 2002 audit, and that three proposals had been received in response.  Mr. Cousino recommended award of the contract to the Anderson, Tackman Company. Following discussion, Commissioner Eames, supported by Commissioner Doty, moved to award the FY 2002 audit contract to the Anderson, Tackman Company.  The motion carried unanimously.

Forms Approval Schedule

No action occurred on this item.  President Vear stated that this agenda item had been generated in error due to miscommunication between herself and Director Cousino. 

Adjournment

Commissioner Eames, supported by Vice president Field, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 12:56 p.m.  

Respectfully submitted,  

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