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/Annual Meeting

July 08, 2004

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 08, 2004, and was called to order at 12:10 p.m. by President Karri Doty

Roll Call

Annual Meeting

Elections of Officers

Commissioner Field, supported by Vice president Vear, moved to elect the Commission’s current President and Vice president in toto.  The motion carried unanimously.

By-Laws

Director Cousino reported that, since a potential revision to the Commission’s By-Laws was currently underway, no additional changes appeared to be necessary.

Additions to Agenda

There were no additions to the agenda.

Minutes - Regular Meeting June 06, 2004

Vice president Vear, supported by Commissioner Skiver, moved to accept the minutes of June 06, 2004 as presented.  The motion carried unanimously. 

Residents and Visitors with Commission Business

HARA Elections

HARA President Betty Blair reported that elections for the Hilltop Apartments Residents Association were scheduled for Wednesday, July 21, 2004.  Ms. Blair stated that although she would have liked more names on the ballot, there was only one nominee for each seat.  Ms. Blair stated that results would be posted.

Accounts Payable Report/Bills

Bills in the amount of $19,771.54 were presented for payment.  Vice president Vear, supported by Commissioner Eames, moved to accept the accounts payable report and pay the bills as presented.  The motion carried unanimously.

Maintenance Supervisor’s Report

Turnovers

Maintenance Supervisor Paul Piper reported two unit turnovers for the month of June and two were in process.

Cycle Paints

Mr. Piper reported that of the nine units scheduled for cycle painting reported at a previous meeting, two units had since become vacant.

Window Washing

President Doty asked Maintenance Supervisor Piper if the exterior window washing had been completed.  Mr. Piper responded that due to the number of unit turnovers and other various tasks, he and Maintenance Person Lehman not been able to schedule this service. 

First Floor Patio

Mr. Piper reported that tomatoes growing on the patio were ready for picking, and indicated that residents are welcome to them at any time. 

Mr. Piper also reminded those residents attending the meeting that the gas grill was also available for use.

Executive Director’s Report

Hillsdale County Fair Parade

Director Cousino reported that Maintenance Person Luanne Lehman had asked if he might consider entering the Hilltop Apartment utility truck in this year’s upcoming fair parade.  Mr. Cousino stated his opinion that doing so may serve as a good marketing tool.  Following discussion, Commissioners agreed to enter the truck (and a potential float) in the parade.  Mr. Cousino stated that he would attempt to design a float for the parade in the near future.

Cycle Paint – Damaged Items

Director Cousino reported that a resident has claimed damage to two items in her apartment during recent cycle painting.  The resident claims that a toaster was damaged as it now burns the toast on one side and that a piece of broken glass was found on the floor but the origin of the glass cannot be accounted for.  Mr. Cousino stated that he spoke with the painter who stated she did not break anything while painting.  Mr. Cousino asked how the Board recommends he handle resolving the claims. 

After discussion, the Commissioners agreed that the Housing Commission could not be held liable for the replacement of the toaster or for an item assumed to be broken based on a piece of glass.  Vice president Vear did, however, recommend that Director Cousino advise the resident to contact the Hillsdale County Senior Services Center and they would provide the resident with a new toaster.

Resident Request – Bedroom Door Removal

Director Cousino reported that, as had been discussed at a prior meeting, a resident had requested the removal of a bedroom door in a handicapped accessible apartment.  Mr. Cousino reported that he had placed phone calls to City, County, State and Federal officials all of which could not find codes requiring a door on a bedroom.  Mr. Cousino stated that he contacted HUD’s REAC and learned that they require the bedroom to have a door and that it opens/closes properly.  Mr. Cousino then alter spoke with the head of REAC’s inspection department who stated that there is a waiver for handicapped units where the door is removed for accessibility which he received a copy of.  The representative informed Mr. Cousino that inspector contractors would have to be told of the modification at the time of inspection to avoid a deficiency mark. 

Director Cousino reported 3 options in the handling of the resident’s request for the removal of the bedroom door: 

1.      Request that resident follow Reasonable Accommodations procedures with doctor’s certification stating the necessity for the door removal.

2.      Remove the bedroom door without the Reasonable Accommodations procedure stated above.

3.      Refuse removal of the bedroom door. 

Commissioner Eames moved that the request to remove the bedroom door be granted at this time and to follow-up with a doctor’s certification in observance of the Request for Reasonable Accommodations Policy.  Vice president Vear supported the motion and the motion carried unanimously.

HHC Finances

Director Cousino reported that the Hillsdale Housing Commission finances were in better standing than had been projected at previous meetings.  Mr. Cousino stated that operational expenses during the month of July should be covered without having to cash another CD.  However, unless CFP funds are received in August, decisions will have to be made about what to do to cover costs in September.

Grant Reports

CFP 2004

Director Cousino stated that CFP 2004 funds are still anticipated to be available in August.

Reports of Committees and Subcommittees

There were no reports of committees or subcommittees.

Unfinished Business

Draft By-Laws Revision Removal for Absenteeism

Director Cousino reported that City Manager Tim Vagle is currently looking into the matter of removal for absenteeism and the roll of the City in the removal.  No additional action was taken.

Proposed ACOP Changes

Abolish Federal Preferences

After much discussion on this item at previous meetings, Director Cousino recommended a change to the ACOP abolishing federal preferences on applications as use of placement on the Hilltop Apartments waiting lists and recommended the change to be posted for 30 days for public comment.  Vice president Vear, supported by Commissioner Skiver, moved to post the proposed change abolishing the use of federal preferences for public comment for 30 days.

Applicant-completed Applications

Director Cousino reported that he was currently working on a revised application for presentation to the Board.  Mr. Cousino stated that he anticipates completion sometime in the Fall of 2004.   

New Business

Community Service Policy

Director Cousino reported that housing industry groups had recently discovered erroneous information in the community service provisions as cited in the Housing Reform Act of 1998.  Mr. Cousino presented his opinion that Housing Authorities may face exposure if they continue to observe the terms of the community service requirements of the Act.  It was Director Cousino’s recommendation that the Board suspend all community service requirements until clarification is made, based on industry analyst’s recommendations.  Following discussion, Commissioner Eames, supported by Commissioner Field, moved to suspend the Community Service provisions of the Commission’s existing Admissions and Continued Occupancy Policies (ACOP) until clarification from HUD.  The motion carried unanimously.

Additional Property Insurance Quotations

Director Cousino reported that, as discussed previously, the Housing Commission has experienced an 100% increase over the past two years; 50% of the increase occurring over the past 12 months.   Mr. Cousino stated that he was working with additional brokers in an attempt to obtain additional bids.

Flowers for Deceased Residents

President Doty requested that flowers be sent on behalf of the Hillsdale Housing Commission when a resident of Hilltop Apartments has passed away.  After discussion, Vice president Vear moved to have an acknowledgement of passing as deemed appropriate by management, not to exceed $25.00 sent on behalf of the Hillsdale Housing Commission when a present or past resident has passed away.  Commissioner Field supported the motion and the motion carried unanimously.

Community Room Newspaper

President Doty has requested that DART funds be used for a one year subscription to the Hillsdale Daily News for Hilltop Residents.  Vice president Vear, supported by Commissioner Skiver, moved to subscribe to the Hillsdale Daily News for one year.  The motion carried unanimously.

Employee Health Insurance Waiver

Discussion ensued regarding potential changes in employee health insurance coverage.  The Board requested that Director Cousino take this matter to legal counsel.  Mr. Cousino stated that he would present findings at a later meeting.  

FY 2004 Operating Budget Revision #1 – Final Revision

Director Cousino reported that shortly after the adoption of Resolution #HHC 2004-16 HHC Budget Revision #01 at the last regular meeting, the accountants noted an error in the spreadsheet used to calculate maintenance contracts on the budget form.  As a result the actual figures differ by approximately $2,000.00 or less.  Commissioner Eames, supported by Vice president Vear, moved to adopt the change in the budget and the motion carried unanimously.

Adjournment

Vice president Vear, supported by Commissioner Eames, moved to adjourn.  The motion carried unanimously, and the meeting adjourned at 1:40p.m. 

Respectfully submitted,  

Michelle Loren, Secretary
Hillsdale Housing Commission