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 November 06, 2003

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, November 06, 2003, and was called to order at 12:10 p.m. by President Karri Doty.

Roll Call

Additions to Agenda

There were no additions to the agenda.

Minutes

Regular Meeting, October 02, 2003

Maintenance Supervisor Paul Piper requested a correction to the minutes of the regular meeting held on October 02, 2003.  Mr. Piper stated that in the Maintenance Report a reference was made in error to the DirecTV service.  Mr. Piper stated that the reference should have been made to Advanced Media Services.  Vice president Vear, supported by Commissioner Skiver, moved to accept the minutes of the regular meeting held on October 02, 2003 with the change made to the Maintenance Report.  The motion carried unanimously.

Special Meeting October 17, 2003

Commissioner Field, supported by Vice president Vear, moved to accept the minutes of the special meeting held on October 17, 2003 as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Public Decorum at Commission Meetings

At President Doty’s request, Director Cousino addressed residents and visitors regarding public comments and proper decorum during Commission meetings.  Mr. Cousino requested that visitors contain public comments to the time allotted on the Agenda (“Residents and Visitors with Commission Business”) and that comments be addressed to the Board Chairperson rather than individual commissioners or staff members.

Rummage/Bake Sale Proceeds

HARA President Betty Blair (205) reported that proceeds from the Rummage/Bake Sale held in September were used to purchase a community sewing machine for the Crafts Room.

Accounts Payable Report/Bills

Bills in the amount of $41,377.22 were presented for payment.  Vice president Vear, supported by Commissioner 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 there was one unit turnover in progress for the month of November, 2003.

Landscaping Contract Renewal

Mr. Piper reported that the lawn care contract was due for renewal.  Mr. Piper stated that the contract was a 3-year contract with TruGreen-Chemlawn for the amount of $456.00.  Executive Director Cousino advised that contracts could be for a term no longer than 2 years.  Mr. Piper stated that he would look into the matter to see if a 2-year contract could be implemented.  Because the Commission had contracted with TruGreen-Chemlawn for the past several years, President Doty recommended that additional bids be requested prior to execution of the lawn care contract.  Mr. Piper stated he would gather local bids and report his findings at a later date..

Hilltop Apartments Gutters

Mr. Piper reported that he had attempted to obtain bids for gutter treatments as requested at the last regular meeting.  Mr. Piper stated that he had contacted a few companies for quotes and did not receive responses from all of them.  Mr. Piper reviewed the information received with the Board.  Gutter Helmet of Battle Creek made a bid of $1,488.00 without heat and $2,265.00 with heat.  Mr. Piper recommended that this bid be approved. 

Vice president Vear moved to accept the bid of $2,265.00 from Gutter Helmet of Battle Creek.  Commissioner Skiver supported the motion and the motion carried unanimously.

Satellite System

Mr. Piper reported that he had obtained additional information regarding the installation of a satellite dish system to replace the antenna system currently in use at Hilltop Apartments.  Mr. Piper stated that he had attended a meeting with a representative from Advanced Media Services to discuss the various options available.  At this meeting, the representative was able to give an estimated cost of installation, monthly fees and the various packages available and their estimated monthly cost.  Commissioners requested copies be made available of the breakdown of costs and requested that a survey be sent to the residents to determine how many were currently paying for cable and how many were using the in-house antenna system, and to determine potential future interest in a satellite system.  Director Cousino suggested that a resident meeting be set up prior to the survey in order to explain to the Hilltop Apartment residents in some detail about the options available to them.  Commissioners agreed to discuss this item at a later meeting.

Executive Director’s Report 

PHAS 2003

Director Cousino distributed copies of the Commission’s 2003 PHAS Scores.  Mr. Cousino reported that as had been discussed, points were lost for an inspection from two years prior.  Mr. Cousino stated he is debating as to whether this should be addressed to HUD as unfair, since small non-troubled PHAs only have formal PHAS scores every two years, and therefore this score does not “count”.

Mr. Cousino also reported that he had received an additional message from HUD headquarters stating that there was no need for PHAS 2003 scoring at all.  Mr. Cousino stated that REAC appeared unclear whether this score was binding or not.  Mr. Cousino stated that, if necessary, he would present findings at a later meeting.

UPHO Commissioner Conference

Director Cousino reported that a Commissioner Training Conference will be offered December 3-5, 2003 in Green bay Wisconsin.  Mr. Cousino asked if any of the Commissioners would be interested in attending.  No Commissioners were interested in attending.

Chamber of Commerce Phone Book Ad

Director Cousino reported that the advertisement for Hilltop Apartments in the Hillsdale County Chamber of Commerce telephone directory was due for renewal.  Following discussion, the Commissioners stated that this item not appear as a separate item, but rather may be included on the Accounts Payable Report at renewal.

 Resolution #HHC 2004-09

Director Cousino reported that Maintenance Supervisor Paul Piper had completed ten years of service on November 01, 2003, and presented the Commissioners with this resolution recognizing and commending Maintenance Supervisor Paul Piper for ten years of meritorious service.  Vice president Terry Vear, supported by Commissioner Marlin Field, accepted Resolution #HHC 2004-09 and moved that it be adopted.  The motion carried unanimously.

Grant Reports

CFP 2003

Director Cousino reported that the funds for CFP 2003 had been received and all funds had been dispersed to operations.  Mr. Cousino stated that he anticipated the purchase of computers by the next meeting date, and stated that specifications would be distributed in the near future.

Reports of Committees and Subcommittees

There were no reports of committees or subcommittees.

Unfinished Business

Maintenance Person Salary Schedule

As had been discussed during a previous meeting, the Hillsdale Housing Commission recently received notice that it was necessary to retroactively increase the hourly wage of Maintenance Person Luanne Lehman.  Mr. Cousino reported that the retroactive increase had been completed, in accordance with the HUD directive and subsequent Commission action at a previous meeting.  Mr. Cousino reported that, due to retirement of the Labor Officer handling this matter, this item had now been transferred to the Chicago office of the Department of Labor for additional review. Vice president Vear asked if a survey of local pertinent public practices would be appropriate at this time. Director Cousino stated that this had been requested of this office by the Chicago office of the Department of Labor and that he would distribute a survey of local, pertinent public practice.

MERS Pension Distribution Reallocation

Director Cousino reported that he was planning to attend a meeting regarding the reallocation of MERS pension distribution on November 19, 2003 in regard to a recent increase in employer contributions to employee retirement funds.  Mr. Cousino stated he would report findings at a future meeting.

New Business

MERS Actuarial

Director Cousino reported that he had attended the Hillsdale City Council Meeting at City Hall on November 03, 2003 and was granted approval to submit for an actuarial of employee benefit status in order to review the possibility of enrolling in a benefit package allowing retirement at age 55 without decreased benefits.

Adjournment

Vice president Vear, supported by Commissioner Field, moved to adjourn.  The motion carried unanimously and the meeting was adjourned at 12:55 p.m. 

Respectfully submitted,  

Michelle Loren, Secretary
Hillsdale Housing Commission