Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

Call To Order
The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, October 08 1998, and was called to order at 12:01 p.m. by President Walker.

Minutes - Regular Meeting September 03, 1998
Commissioner Field, supported by Commissioner Pauken, moved to approve the minutes of the regular meeting held September 03, 1998 as presented. The motion carried unanimously.

Unit Turnovers
Maintenance Person Paul Piper reported that all vacant units had been turned over and were ready for occupancy.

Housekeeper
Mr. Piper reported that Housekeeper Teresa Agar had voluntarily terminated employment with the Commission to accept employment with another organization. Mr. Piper reported that an ad for this vacancy had been placed in the Hillsdale Daily News, and that interviews with potential employees had been completed. Mr. Piper stated that a candidate for the position had been approved and anticipated the commencement of employment in the near future

Accounts Payable Report/Bills
Bills in the amount of $96,546.21 were presented for payment. Vice president Cascarelli moved to accept the accounts payable report and pay the bills as presented. The motion was supported by Commissioner Pauken and carried unanimously.

Visitors with Commission Business
Visitors presented no Commission business.

Part-time Employee Benefits
Executive Director Cousino reported that the Commission’s current personnel policies did not prohibit extending health, life, and/or disability insurance benefits to part-time employees. Mr. Cousino reported that Mr. Piper had noted this item while reviewing the policies prior to hiring a new housekeeping employee. Following brief discussion, Commissioners instructed Mr. Cousino to review the City’s policies regarding extending benefits to part-time employees and report findings to the Commission at a later date.

Deceased Tenant Policy
Mr. Cousino reported receipt of a letter from the Commission’s legal counsel, regarding possible adoption of a new Deceased Tenant Policy, drafted during an earlier meeting, and provided each Commissioner with a copy. Mr. Cousino reported that the draft policy had been modified as specified by the Commission’s attorney. Following brief discussion, Commissioner Walker suggested additional amendments prior to discussion of adoption. Mr. Cousino agreed to meet with Commissioner Walker in the near future to implement additional amendments.

Marketing Study
Mr. Cousino provided each Commissioner with a copy of a recently completed one year marketing study for Hilltop Apartments. Mr. Cousino requested additional time to analyze data prior to Commission discussion of the study.

CD Purchase
Mr. Cousino reported that purchase of a certificate of deposit from excess funds in the Commission’s operating checking account had not been completed. Mr. Cousino stated that the Commission’s auditor had noted the need to adopt an investment policy, and stated that this investment would be made following adoption of the policy and approval by the financial institution.

CIAP 95

Window Leaks
Mr. Piper reported that several windows, replaced under the Commission’s FY 1995 CIAP grant, were leaking at Hilltop Apartments, despite repeated repair attempts by the window manufacturer. Following discussion, President Walker stated that he would assist staff members in the completion a letter to the general contractor, requesting immediate action on this item.

CIAP 97

Substantial Completion
Mr. Piper reported the substantial completion of work items contracted under the Commission’s FY 1997 CIAP grant. Mr. Piper stated that completion of punch-list correction items was anticipated in the near future.

Maintenance Person Job Responsibilities
No action occurred on this item.

Employee Pension Valuation Review
Following extensive discussion, Vice president Cascarelli, supported by Commission Field, moved to change the existing Michigan Employee Retirement System (MERS) employee pension program from the "Old C" plan to the "B-2" plan. The motion carried unanimously.

Excessive Noise Policy
No action occurred on this item.

Resolution #HHC 1998-15 – FY 98 PHMAP Certification
Director Cousino provided each Commissioner with a photocopy of the Commission’s Public Housing Management Assessment Program (PHMAP) report for fiscal year end 06/30/98. Commissioner Pauken, supported by Vice president Cascarelli, moved to adopt Resolution #HHC 1998-15, approving the PHMAP Certification for fiscal year end 06/30/98 as presented and authorizing submission of the report to HUD. The motion carried unanimously.

Resolution #HHC 1998-17 – Investment Policy
Director Cousino reported that the Commission’s contracted auditor had noted the lack of a federally mandated investment policy, and provided each Commissioner with a draft copy of the required policy. Commissioner Walker suggested adoption of Resolution #HHC 1998-17, approving the Investment Policy as submitted, with the following modifications:

Under "Delegation of Authority to Make Investments:" Modify draft policy to read: "Procedures should include references to: safekeeping, delivery vs. payment, investment accounting, repurchase agreements, wire transfer agreements, collateral/depository agreements and banking service contracts, and provide for dual signatures, one of which must be a Commission member."

Further modification under "Delegation of Authority to Make Investments:" Modify draft policy to read: "The Hillsdale Housing Commission is limited to investments authorized by Act 20 of 1943, as amended. Unless otherwise authorized by resolution of the Commission, investments of the Commission shall be limited to deposits in FDIC insured bank accounts with [name of bank] or in direct obligations of the U.S. Treasury."

Following discussion, Vice president Cascarelli moved to adopt Resolution #HHC 1998-17 as amended. The motion was supported by Commissioner Field and carried unanimously.

Resolution #HHC 1998-18 – FY 98 Audit Report
Director Cousino provided each Commissioner with a copy of the Commission’s Audit Report for fiscal year end 06/30/98, performed by the Commission’s contracted auditor, John Dipiero, PC. Following extensive discussion, Vice president Cascarelli, supported by Commissioner Field, moved to approve the Audit Report for fiscal year end 06/30/98 as presented. The motion carried unanimously.

Adjournment
Commissioner Pauken moved to adjourn. Vice president Cascarelli supported the motion, which carried unanimously, and the meeting adjourned at 12:54 p.m.

Respectfully submitted,

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