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, November 05, 1998, and was called to order at 12:07 p.m. by President Walker.

Minutes - Regular Meeting October 08, 1998
President Walker recommended amendment of the presented minutes to correct a typographical error regarding the Investment Policy adopted as recorded in the minutes. Commissioner Fowler recommended including "excused" or "unexcused" absence information in the Commission Roll Call portion of future minutes, and requested that the presented minutes be amended to include the status of her excused absence. Commissioner Walker further recommended amendment of the presented minutes to indicate that a staff pension benefit plan change presented during the meeting was approved by the Commission pending approval from the City of Hillsdale. Commissioner Field, supported by Vice president Cascarelli, moved to approve the minutes as amended. The motion carried unanimously.

Housekeeper
Maintenance Person Paul Piper introduced Housekeeper Cheryl Sigler to Commissioners.

Unit Turnovers
Mr. Piper completion of all unit turnovers, in accordance with the Commission’s Maintenance Plan.

Generator Repair
Mr. Piper reported that repair to the Commission’s emergency generator had been completed, as discussed during a previous meeting. Mr. Piper stated that the total cost of repairs had been less than estimated during a previous meeting.

Parking Bumpers
Mr. Piper reported the installation of parking bumpers in the resident parking lot at Hilltop Apartments.

Accounts Payable Report/Bills
Bills in the amount of $23,817.63 were presented for payment. Commissioner Fowler requested that staff fully complete Purchase Orders prior to authorization for payment, and requested that Executive Director Alton Cousino sign all purchase orders, as specified in the Commission’s Procurement Policy. Commissioner Field, supported by Vice president Cascarelli, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously.

Visitors with Commission Business
Visitors presented no Commission Business.

Maintenance Person Employment Anniversary
Executive Director Alton Cousino reported the completion of five years of service by Maintenance Person Paul Piper on November 01, 1998. Mr. Cousino reported that a maximum 4% per hour raise had been budgeted. Following brief discussion, Commissioner Field, supported by Vice president Cascarelli, moved to increase Maintenance Person Paul Piper’s hourly rate 4%, from $11.82 per hour to $12.29 per hour, retroactive to November 01, 1998. The motion carried unanimously.

Old Kent Bank Account Fees
Mr. Cousino reported the receipt of a letter from Old Kent Bank, stating that account fees would be applied to the Commission’s operating checking account by a reduction in monthly interest payments. Mr. Cousino reported contact with an official at Hillsdale County National Bank, who stated that fees would not be charged for a similar account with their organization. Mr. Cousino therefore recommended moving the Commission’s operating account from Old Kent Bank to Hillsdale County National Bank. Following brief discussion, Commissioners requested that Mr. Cousino research checking account interest rates at other financial institutions and report these findings prior to authorization to move the operating funds from Old Kent bank. Mr. Cousino stated his intention to present this information at the next regular monthly meeting.

CD Purchase
No action occurred on this item. Mr. Cousino reported that depository agreements, distributed to banks holding Commission funds, had not been executed as specified in the Commission’s recently adopted Investment Policy. Mr. Cousino recommended deferring investment of funds until execution of the depository agreements in accordance with Commission policies.

Deceased Tenant Policy – Resolution #HHC 1998-16
No action occurred on this item. Mr. Cousino agreed to meet with President Walker regarding potential modifications of the draft policy prior to discussion on adoption.

Marketing Study
No action occurred on this item. Mr. Cousino requested additional time to analyze collected data prior to discussion.

PHMAP 98
Director Cousino reported receipt of a letter from HUD containing the Commission’s Public Housing Management Assessment Program (PHMAP) score for fiscal year 1998, and provided each Commissioner with a copy. Mr. Cousino reported that the Commission had received a PHMAP score of "A" for the second consecutive year, thereby earning a "High Performer" ranking, HUD’s highest designation. Following discussion, Vice president Cascarelli, supported by Commissioner Field, moved to accept HUD’s letter reporting the FY 1998 PHMAP score. The motion carried unanimously.

HARA Audit/Recommendations
Director Cousino reported receipt of a letter from the Commission’s contracted auditor, John Dipiero, discussing the Hilltop Apartments Resident Association’s bookkeeping methods. Mr. Cousino provided each Commissioner with a photocopy of the letter. Mr. Cousino reported that the letter recommended that the Hilltop Apartments Resident Association (HARA) temporarily appoint the Commission’s Executive Director as HARA Treasurer due to inconsistencies between the HARA’s By-Laws and previous operating procedures. Following discussion, Commissioners instructed Mr. Cousino to continue to provide technical assistance to the HARA, but did not authorize temporary appointment of the Executive Director as HARA Treasurer.

Vice President Cascarelli Expiration of Term
Director Cousino reported the expiration of Vice president Cascarelli’s term of office as Commissioner, following adjournment of the current meeting. President Walker and other Commissioners inquired into Vice president Cascarelli’s interest in serving an additional consecutive term. Mr. Cascarelli stated that he would consider reappointment and agreed to discuss this item at a later date.

CIAP Progress Report

CIAP 95

Windows
Mr. Cousino reported receipt of a letter from the Beresh Group, scheduling repairs to windows replaced under the Commission’s FY 1995 CIAP grant starting November 16, 1998, and provided each Commissioner with a photocopy.

CIAP 97

Punch List
Mr. Piper reported that few items remained on the Commission’s FY 1997 CIAP grant, and that punch list correction items were scheduled for the near future.

Property Management Software
Director Cousino reported the receipt of quotations for replacement of Commission property management software, and stated his intention to present recommendations for approval during the next monthly meeting. Mr. Cousino reported that this software purchase was the final major purchase item under the Commission’s FY 1997 CIAP grant.

CCTV/Antenna System
Mr. Piper reported that improvements to the existing antenna equipment had been necessitated due to the completion of the closed-circuit antenna television (CCTV) system at Hilltop Apartments. Mr. Piper stated that these improvements were being accomplished as a unit turnover occurred or upon resident request, in an attempt to control costs.

CIAP 98

Resolution #HHC 1998-19 – Board Resolution Approving CIAP Budget.
Director Cousino reported receipt of a letter from HUD, approving the Commission’s FY 1998 CIAP Application, and provided each Commissioner with a copy. Following brief discussion, Commissioner Fowler, supported by Commissioner Field, moved to adopt Resolution #HHC 1998-19, Board Resolution Approving CIAP Budget. The motion carried unanimously.

Resolution #HHC 1998-20 – CIAP Amendment to the Consolidated Annual Contributions Contract.
Commissioner Fowler, supported by Vice president Cascarelli, moved to adopt Resolution #HHC 1998-20, amending the Commission’s Annual Contribution Contract (ACC) with HUD to accept CIAP 98 funds, and authorize Executive Director Alton Cousino to execute the Amendment and submit it to HUD. The motion carried unanimously.

Maintenance Person Job Responsibilities
No action occurred on this item. President Walker recommended modification of a draft Job Description submitted during a previous meeting.

Excessive Noise Policy
No action occurred on this item.

Part-time Employee Insurance Benefits
Mr. Cousino reported that the City of Hillsdale offered medical insurance benefits to part-time employees working thirty hours or more, in response to Commission inquiry during a previous meeting. Mr. Cousino further reported the City’s policy to pay one-half the monthly medical premium directly to employees who elect not to receive medical insurance coverage. Following discussion, Commissioners instructed Mr. Cousino to include this item as a possible line item in the next fiscal year’s operating budget.

New Business
No new business was presented.

Adjournment
Commissioner Field moved to adjourn. Commissioner Fowler supported the motion. The motion carried unanimously and the meeting adjourned at 12:54 p.m.

Respectfully submitted,

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