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 September 06, 2001

Call to Order 

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, September 06, 2001, and was called to order at 12:08 p.m. by Vice president Field.

Roll Call

Minutes - Regular Meeting - August 02, 2001

Commissioner Fowler, supported by Commissioner Doty, moved to accept the minutes of the regular meeting held on August 02 2001 as presented.  The motion carried unanimously.

Visitors with Commission Business

Hilltop Apartments Resident Association

Vicky Carpenter (101) announced that the Hilltop Apartments Resident Association (HARA) had re-formed and was in the process of rewriting By-Laws.

Accounts Payable Report/Bills

Bills in the amount of $30,089.47 were presented for payment.  Commissioner Fowler, supported by Commissioner Doty, moved to accept the Accounts Payable Report and pay the bills as presented.  Commissioner Fowler requested that Executive Director Cousino submit a travel expense voucher for any checks written for travel advances.  Mr. Cousino agreed to submit this data on future checks.

Maintenance Supervisor’s Report

Unit Transfer

Maintenance Supervisor Paul Piper presented a report on unit turnover times at Hilltop Apartments.

Pay Telephone Revenue

Mr. Piper reported that the pay telephone had generated $1.80 in revenue since the last regular monthly meeting.

Landscaping

Mr. Piper reported that a contractor had responded to a letter from the Commission’s legal counsel, requesting resolution of warranty work and completion of previously purchased landscape work.  Mr. Piper stated that work was underway to complete this item.

Water Softener System Inspection

Mr. Piper reported that the Hilltop Apartments water softener system had been inspected by the contractor who installed the system, as had been approved by Commission action during a recent meeting.  Mr. Piper reported that the inspection indicated that the system was functioning normally.

Annual Emergency Generator Service Contract

Mr. Piper reported that annual inspection and service of the Commission’s emergency generators had not occurred according to schedule, due to an oversight by the contractor.  Mr. Piper recommended completion of this service in the near future.  Commissioner Doty, supported by Commissioner Fowler, moved to execute a contract with the service provider, not to exceed $1,250.00, for completion of the annual inspection and service to the Hilltop Apartments emergency generators.  The motion carried unanimously.

Executive Director’s Report

Quality Housing and Work Responsibility Act

AEL Adjustment

Director Cousino reported that he had recently completed documents that should result in an adjustment to the Allowable Expense Level (AEL) for Hilltop Apartments.  Mr. Cousino stated that this adjustment would likely result in a significant increase in Performance Funding System (PFS) operating subsidy during the current fiscal year.  Mr. Cousino stated his opinion that the AEL PFS increase would continue throughout the future.

Harvard GSD Subsidy Allocation Study

Director Cousino reported that the Harvard Graduate School of Design (GSD) was currently finalizing a study which should recommend that a portion of operating subsidies be reallocated from large PHAs to small PHAs.  Mr. Cousino stated that final publication of the study was due in early 2002, and indicated that a Final Rule was subject to the negotiated rulemaking process mandated by Congress. Mr. Cousino stated his opinion that, based on the results of the draft study, the Final Rule should significantly increase the Commission’s operating subsidy.

Executive Director’s Annual Evaluation

Commissioners returned completed annual evaluation forms to Director Cousino.  Mr. Cousino stated that he would average scores and present the average at a later date.

Monthly Tenant Accounting by Fee Accountant

Director Cousino reported receipt of correspondence by the Commission’s fee accountant, recommending that the Commission discontinue monthly tenant accounting services.  Mr. Cousino stated that the accountant recommended this discontinuance because this service duplicated the Commission’s records, which were always in balance.  Following brief discussion, Commissioners agreed to discontinue monthly tenant accounting by the Commission’s fee accounting service.

Former Employee Insurance Coverage

Director Cousino reported that he had received a request from the City of Hillsdale to reimburse the City for 50% of insurance premiums for an employee who was formerly employed by the Commission.  Mr. Cousino reported that due to an error, the City did not discontinue coverage for the employee after being informed by the Commission that the employee was no longer employed.  Mr. Cousino stated that the City had requested a refund of premiums paid on behalf of this employee, but the insurance carrier refused, because the employee had used the coverage during this period.   Mr. Cousino indicated his willingness to pay 50% of the premiums as requested, but indicated that he would prefer that the City’s attorney attempt to recoup at least a portion of the benefits paid, from the former employee.  After lengthy discussion, Commissioners agreed to discuss this item at a later date, following receipt of recommendations from the City’s legal counsel regarding recovering a portion of unearned benefits.

Public/Assisted Housing Meetings

Director Cousino reported attendance at a nationwide HUD conference in Washington, D.C. prior to the meeting.  Director Cousino reported that he would attend an Upper Peninsula Housing Organization (UPHO) meeting on Mackinac Island in early September.  Mr. Cousino also stated that he was scheduled to give a presentation on the Admissions and Continued Occupancy Policies (ACOP) and general housing commission policies at the Michigan Housing Director’s Association (MHDA) in early October.  Mr. Cousino noted that President Vear and Commissioner Doty agreed to attend the MHDA conference, and thanked them for their participation.

Grant Reports

CFP 2000

CFP 2000 Environmental Review

Director Cousino reported the completion of the FFY 2000 Capital Fund Program Environmental Review, performed by the Jackson Area Office of the Region II Planning Commission.  Mr. Cousino indicated that completion of the Environmental Review was necessary prior to reallocation of funds for scheduled work items.

Resolution #HHC 2002-03 – CFP 2000 Budget Revision #1

Vice president Field, supported by Commissioner Fowler, moved to approve Resolution #HHC 2002-03, CFP 2000 Budget Revision #1, and to submit the revision to HUD.  The motion carried unanimously.

Capital Needs Assessment

Director Cousino stated his opinion that a Capital Needs Assessment (CNA) contract for Hilltop Apartments should be awarded.  Mr. Cousino had previously recommended that the CNA be undertaken with later grant funds due to funding restraints.  Following brief discussion, Commissioners agreed to discuss this item during an upcoming meeting.

CFP 2001

CFP 2001 Work Item List

Director Cousino provided each Commissioner with a photocopy of the Commission’s work item list for the FFY 2001 Capital Fund Program.  Following review and discussion, Commissioner Doty, supported by Commissioner Field, moved to approve the CFP 2001 Work Item List as presented.  The motion carried unanimously.

CFP 2001 Environmental Review

Director Cousino reported that work items included under the Commission’s 2001 CFP grant may be subject to the environmental review process.  Mr. Cousino stated that he would research this item and present findings at a later date.

Reports of Committees and Subcommittees

No reports of committees and subcommittees were presented.  President Vear requested that Mr. Cousino attempt to determine whether organizations outside the Commission’s jurisdiction (such as the Hilltop Apartments Resident Association) could be included in this portion of the agenda.  Director Cousino stated that he would research this item and present findings at a later date.

Unfinished Business

DART Rental of Smoking Lounge

Director Cousino reported that he had met with the Commission’s legal counsel to develop a commercial lease agreement for DART’s rental of the Hilltop Apartments smoking lounge.  Mr. Cousino stated his intention to execute the lease upon approval by the City.

Commissioner Training

Director Cousino reported that a previously scheduled Commissioner training seminar had been cancelled, in response to recommendations from housing professionals.  Following discussion, Commissioners expressed continued interest in this training.  Director Cousino stated that he would attempt to schedule training following the appointment of a Commissioner to replace retiring Commissioner Fowler.

New Business

Resolution #HHC 2002-04 – PHA/IHA Board Resolution Approving Operating Budget or Performance Funding System Operating Subsidy

Vice president Field, supported by Commissioner Doty, moved to adopt Resolution #HHC 2002-04, allocating PFS subsidy for fiscal year 2002.  The motion carried unanimously.  Director Cousino reported that the Commission was currently functioning without an operating budget, since HUD had not completed congressionally mandated budget revisions.  Mr. Cousino stated that he hoped to present an operating budget during the next scheduled monthly meeting.

Hilltop Apartments Advertising

Commissioners discussed whether the Commission should advertise Hilltop Apartments in the Chamber of Commerce’s telephone book, in addition to the Target Directories telephone book.  Commissioners requested that Mr. Cousino obtain a quote for an advertisement in the Chamber of Commerce’s telephone directory and present this information at a later date.

Insurance Coverage – Hilltop Apartments

No action occurred on this item.  Commissioners agreed to discuss this item at a later date.

FY 2001 Audit Contract Approval

Director Cousino reported receipt of four quotations for completion of the Commission’s FY 2001 audit.  Director Cousino recommended approval of the contract from John Dipiero, PC.  Following discussion, Commissioner Doty, supported by Vice president Field, moved to approve the proposal from John Dipiero, PC.  The motion carried unanimously.

Business Plans/Goals

Director Cousino reported attendance at a Housing Issues meeting at which an Executive Director from a similar PHA distributed photocopies of their organization’s business plans and goals statement.  Director Cousino presented an inquiry into whether Commissioners were interested in developing a similar document.  Following brief discussion, Commissioners requested that Mr. Cousino prepare a list of items that may appear on such documents, for discussion at a later date.

CIS/GIS City Web Site

Commissioner Doty reported that a Web site was currently under development which may be of interest to the Commission, and reported that donations were being accepted for the site.  Following brief discussion, Director Cousino and Commissioners agreed to discuss this item at a later date.  Director Cousino agreed to research this item and present findings prior to a formal decision by the Commission.

Adjournment

Vice president Field, supported by Commissioner Doty, moved to adjourn.  The motion carried and the meeting adjourned at 01:30 p.m. 

Respectfully submitted, 

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