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 02, 2004

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, December 02, 2004, and was called to order at 12:15 p.m. by President Karri Doty.

Roll Call

Additions to Agenda

There were no additions to the agenda.

Minutes - Regular Meeting October 07, 2004

Commissioner Field, supported by Commissioner Eames, moved to accept the minutes of the October 07, 2004 Regular Meeting as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Holiday Wishes

Hilltop resident Ella Asaro wished the Commissioners and Staff a very Merry Christmas and a Happy New Year.

Caulking Discoloration

Hilltop resident Marcien Dietz (204) brought to the Board’s attention that the kitchen counter caulk in her apartment has discolored and will not come clean.  Maintenance Supervisor Paul Piper responded that he is aware of the problem and is currently working on finding a satisfactory resolution to the problem.

Accounts Payable Report/Bills

Bills in the amount of $38,266.11 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 2 unit turnovers for the month of November and one in process.

Window Washing

Mr. Piper reported that he and Maintenance Person Luanne Lehman had completed the exterior window washing service for those residents who requested this service.

Fire Alarm Inspection

Mr. Piper reported that he Siemens Cerberus contract for fire alarm inspections had been renewed.  Mr. Piper reported a 3% increase over last year.  The cost of the contract is $1645.00.

      Lawn Irrigation

Mr. Piper reported that due to bankruptcy, the company currently contracted to maintain the irrigation system at Hilltop Apartments is no longer in business.  Mr. Piper reported that he contacted Spartan Irrigation Inc. of Jackson for the winterization of the sprinkler system.  The cost of winterization of the sprinkler system was $192.50.  Mr. Piper stated that he received a contract proposal for the 2005 season for the amount of $350.00 ($315.00 if prepaid by January 03, 2005).  Commissioner Hudson and Vice president Vear requested that Mr. Piper obtain references from other consumers of Spartan Irrigation before proceeding.  Vice president Vear, supported by Commissioner Field, moved to approve contracting with Spartan Irrigation, Inc. upon receipt of satisfactory references.

Maintenance Person Luanne Lehman – 4 Year Anniversary

Maintenance Supervisor Paul Piper gave thanks to Maintenance Person Luanne Lehman for her 4 years of service at Hilltop Apartments and thanked her for a job well done.

Executive Director’s Report

FY 2004 Audit Presentation

Director Cousino asked the Board if there was an interest in scheduling an audit presentation.  The Board expressed an interest.  Mr. Cousino stated he would research the cost of a presentation and would inform the Board at the next meeting.

Director’s Annual Evaluation

Director Cousino distributed that Director’s Annual Evaluation to Board members and asked that they complete and return it at the January meeting.

LR 2004-02

Director Cousino reported that HUD’s Department of Labor office has sent notice that Housing Authorities do not have to pay staff the wages of contracted labor.  Mr. Cousino opined that this is contrary to Federal Housing Labor Laws which state that Davis- Bacon wages must be observed.  It is also Mr. Cousino’s opinion that this notice is in contradiction with the Commission’s existing Annual Contributions Contract which states that employees will be paid according to local prevailing wage rates. Director Cousino further stated that he foresees legal challenges in the future by industry groups and labor organizations.

UPHO Green Bay Conference

Director Cousino reported his intent to attend the Upper Peninsula Housing Organization (UPHO) Conference in Green Bay in December.  Mr. Cousino stated that because the items on the agenda are pertinent to current HA issues, his attendance would be beneficial.  The Board agreed unanimously and gave approval for Mr. Cousino to attend.

Grant Reports

CFP 2004

Mr. Cousino reported that he anticipated receipt of the remainder of the CFP 2004 funds in the very near future.

CFP 2005

Director Cousino reported that CFP 2005 funding was still before the Appropriations Committee for finalization.

Reports of Committees and Subcommittees

There were no reports of committees or subcommittees. 

Unfinished Business

Proposed ACOP Changes

Director Cousino distributed copies of the Applicant-completed Application as discussed at the last regular meeting for the Board’s review.  Mr. Cousino stated that the applications would be made available to the public as of the first of the year.  Mr. Cousino also reported that the application would be available online and by mail.

Employee Health Insurance Waiver

Director Cousino reported that, as discussed at the last regular meeting, he had met with legal counsel regarding the waiver of employee health insurance.  Mr. Cousino distributed copies of the letter received from legal counsel in response to the matters discussed at that meeting.  Mr. Cousino asked that Board members review the letter before the next meeting.  No action need be taken on this item at this time.

Resolution #2005-06 – Deceased Tenant Policy Revision – Removal of Certified Mail Clauses

As previously discussed, Director Cousino recommended that the provisions of the Deceased Tenant Policy which require most of the correspondence to be sent via certified mail be removed.  Mr. Cousino reported that the draft change had been posted for public comment for over 60 days with no response.  Mr. Cousino recommended that Resolution #2005-06 be adopted at this meeting.  Vice president Vear moved to adopt Resolution #2005-06.  Commissioner Field supported the motion and the motion carried unanimously. 

New Business

Fair Housing Review Letter

Director Cousino reported that he, staff members and President Doty met recently with representatives of HUD’s Fair Housing Office in regard to the Fair Housing Review Letter.  This meeting gave opportunity to review the contents and make comment on the draft review determination from Fair Housing.  Mr. Cousino stated that a finalized review letter will be sent at a later dated and copies will be presented at that time.  No action need be taken on this item at this time.  

Adjournment 

Respectfully submitted, 

Michelle Loren, Administrative Assistant
Hillsdale Housing Commission