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 December 05, 2002

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, December 05, 2002, and was called to order at 12:12 p.m. by Vice president Field.

Roll Call

Additions to Agenda

No additions to the agenda were presented.

Annual Meeting

Election of Officers

President

A motion to nominate Commissioner Vear for President was made by Commissioner Field.  Commissioner Doty supported the motion.  Commissioner Vear declined the nomination.

 Commissioner Eames, supported by Commissioner Vear, moved to nominate Commissioner Doty for President.  The motion was supported by Vice president Field.  Commissioner Doty accepted the nomination.  A vote was taken and the vote was unanimous.

Vice President

A motion was made by Commissioner Doty to nominate Commissioner Vear for Vice president.  Commissioner Eames supported the motion.  Commissioner Vear accepted the nomination and a vote was taken.  The vote was unanimous.

Resolution #HHC 2002-11 – Modify By-Laws to Change Annual Meeting Date to July 01

Director Cousino recommended that the annual meeting date listed in the Commission By-Laws be changed to July 01 of each year (the beginning of the fiscal year).  A motion to adopt Resolution #HHC 2002-11, facilitating this change was made by Vice president Field and supported by President Vear.  The motion carried unanimously.

Minutes - Regular Meeting October 03, 2002

Vice president Marlin Field moved to accept the minutes of the regular meeting held on October 03, 2002 as presented.  Commissioner Eames supported the motion.  The motion carried unanimously.

Residents and Visitors with Commission Business

HARA Thanksgiving Potluck

Betty Blair (205), president of HARA, reported that a Thanksgiving Potluck held on Friday, November 08, 2002 for the residents of Hilltop Apartments was a success.  Ms. Blair reported that over 50 people were served and over 20 meals were delivered to residents unable to attend.

HARA Christmas Potluck

Betty Blair (205), president of HARA, also reported that the annual Christmas Potluck would be held in the Community Room on Friday, December 13, 2002 at 7:00 p.m.

Dial – a – Ride Rental Proceeds

Marcie Dietz (204), Treasurer of HARA, presented questions regarding the rental funds the Commission receives from Dial-A-Ride.  Ms. Diets stated her understanding that the money was to be given to HARA to be used for projects of interest to the residents of Hilltop Apartments.  Director Cousino explained that because the rental property does not be long to HARA, the proceeds from the rental do not belong to HARA.  Mr. Cousino went on to explain that the intent of the Commission is to deposit the money into a special account held by the Commission and that projects of interest to the residents would be considered for funding as they are presented to the Commission.

Accounts Payable Report/Bills

Bills in the amount of $58,020.03 were presented for payment.  Commissioner Eames, supported by Vice president Field, 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 reported that only one unit had been turned over.  Mr. Piper reported that the turnover had occurred in 19 days.

Payphone Revenue

Mr. Piper reported that the payphone at Hilltop Apartments had generated $13.75 in revenue since the last regular meeting.

Generator Service

Mr. Piper reported that the generators had been inspected and serviced.  Mr. Piper reported that it had been necessary to replace the battery for the inside generator, but that both generators were in working good working order.

Hallway Pictures

As previously discussed, Mr. Piper reported that pictures had been purchased and installed in the hallways on each floor at Hilltop Apartments.  Mr. Piper stated that he and Maintenance person Luann spent several days selecting, framing and hanging several pictures, and that the approximate total final cost was $930.00.

Antenna System

Mr. Cousino recommended approving Mr. Piper’s recommendation for renovation to the Hilltop Apartments antenna system to obtain two additional channels at a cost of $1,500.00.  Commissioner Doty, supported by Vice president Field, moved to approve the renovation to the antenna as recommended by Maintenance Supervisor Paul Piper.  The motion carried unanimously.

Energy Demand Controller

Mr. Piper recommended that the Energy Demand Controller installed at Hilltop Apartments and discussed at the Commission’s October regular meeting not be repaired or replaced.  Mr. Piper reported that installation of the Controller would cost approximately $8,950.00 with a potential annual savings of $2,182.00.  Mr. Cousino reported that he had spoken with other housing Directors at a recent conference and that only one PHA employed a similar type of controller installed.  Mr. Cousino stated the Director and was unable to verify any significant savings with the device.  Mr. Cousino further stated that the manufacturer of the equipment was unable to offer any type of savings guarantee, and recommended accepting Mr. Piper’s recommendations.  Commissioners agreed that no further action would be taken regarding this matter at the present time.

Snow Thrower

Mr. Piper reported that a snow thrower was purchased at a cost of $1,165.00, below budget.

Winterizing Utility Truck

As had been previously discussed, a cruise control device and the bed liner had been installed in the Commission’s utility truck.

Executive Director’s Report

Commissioner Field Reappointment

Executive Director Alton Cousino was pleased to report that Commissioner Marlin Field had agreed to reappointment for another term as Commissioner.

PHA Responsibilities

Director Cousino reported that at the MHDA Statewide Conference, Dr. Leo Dauwer , an expert in assisted housing, spoke of the responsibility of PHAs to the municipality.  Mr. Cousino reported that Mr. Dauwer stated that the responsibility of PHAs is to the entire jurisdiction in which it operates, not just to the public housing program.  Mr. Cousino stated that other ways in which the Commission may be able to assist in housing is through the Commission’s current involvement with Hillsdale County Housing Continuum of Care, Section 8, MSHDA ADR, and other programs, and recommended that the Commission be open to other programs.

Removable Storage Backup Device

Director Cousino reported that it had been necessary to replace the existing backup storage solution due malfunctions and lack of hardware/software support.  Mr. Cousino reported that the actual cost of replacement was $466.20.

Grant Reports

FY 2003 CFP Grant

Director Cousino reported that the Commission’s 2003 CFP Grant, anticipated for release on September 30, 2002, had been delayed because Congress had not approved a budget, and that CFP funding was a portion of the budget.  Mr. Cousino stated that he anticipated release of these funds sometime after the first of the calendar year.

Reports of Committees and Subcommittees

There were no reports from committees or subcommittees.

Unfinished Business

HHC Acting as Reseller for HARA

During a previous meeting, President Vear asked Director Cousino to research whether the Commission could purchase computer supplies/equipment for the Hilltop Apartments Resident Association (HARA) and HARA could then purchase the supplies from us in order to avoid paying sales tax until they complete a tax-exempt application.  Mr. Cousino reported completion of the research and determined that this action would position the Commission as a computer supplies reseller, and that, as a governmental entity, the Commission could not act as a commercial reseller.

New Business

CD Purchase

 Director Cousino recommended the purchase of a certificate of deposit to replace a CD disposed of during a recent HUD budgetary crisis, during which time HUD did not distribute operating subsidy.  Commissioner expressed approval for the purchase of this instrument.

Hilltop Apartments – Replacement sign

Director Cousino reported that a new sign for Hilltop Apartment sign had been installed at a cost of $736.75, as had been previously discussed.  Mr. Cousino reported that the cost of the new sign was less than half of the cost of the original sign.

Trespasser Letter

Director Cousino reported while at a recent Michigan Housing Directors Association conference, he learned that many PHAs are delivering “trespasser letters” to persons unwelcome on their properties.  Mr. Cousino reported that he discussed this matter with the Commission’s legal counsel for potential adoption of a similar policy.  Mr. Cousino reported that the Commission’s attorney recommended against adoption of such a policy and instead incidents be referred to him on a case-by-case basis.

City/Elks Parking Lot

Director Cousino reported receipt of a letter from City Manager Tim Vagle requesting a commitment from the Housing Commission to share in the cost of resurfacing the City /Elks parking lot, and distributed photocopies of the letter to all Commissioners.  Mr. Cousino reported that the lot was used by Hilltop residents, visitors, employees, and DART employees and busses, and stated his opinion that the request for reservation of funds was reasonable. Mr. Cousino recommended that $10,000.00 be allocated for this purpose from the 09/03/2002 CFP Grant funds when they are released.  Commissioner Karri Doty , supported by Commissioner Field, motioned for approval of the allocation of funds for paving the City/Elks parking lot.  The motion carried unanimously.

Internet Account for Hilltop Apartments Residents

Director Cousino recommended that the Commission use DART rental funds for the installation of a phone line in order to provide internet access, contract with an ISP to provide internet service, and purchase and install Norton Anti-Virus for the PC recently donated to the residents of Hilltop Apartments.  Commissioner Doty recommended that Internet service be obtained through Quality Computing because of their affiliation with the Hillsdale County Chamber of Commerce.  Commissioner Karri Doty moved to approve installation of a telephone line, executing a contract for Internet services, and purchase of Norton AntiVirus for the resident’s PC. Commissioner Eames supported the motion, which carried unanimously. 

Resolution #HHC 2002 – 12 – Modification of Resident Handbook

Director Cousino distributed a draft revision of the Hilltop Apartments Resident Handbook and recommended that the draft be posted for 30 days of public comment.  Commissioner Eames, supported by Commissioner Doty, moved to approve this recommendation.  The motion carried unanimously.

Annual Wage Increase Review

In order to simplify the annual wage increase review process, Commissioner Eames moved to direct Mr. Cousino to present recommendations on changing the Personnel Policy to review the annual increases at the beginning of each fiscal year.  The motion was supported by Commissioner Field and carried unanimously.

Adjournment

President Vear, supported by Commissioner Doty, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 1:10 p.m.  

Respectfully submitted,  

Michelle Loren, Secretary
Hillsdale Housing Commission