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 February 06, 2003

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, February 06, 2003, and was called to order at 12:04 p.m. by Vice president Terry Vear.

Roll Call

Additions to Agenda

Mr. Cousino presented several additions to the agenda.

Minutes - Regular Meeting February 06, 2003

Commissioner Field, supported by Commissioner Eames, moved to accept the minutes of the rescheduled Regular Meeting held on January 09, 2003.  The motion carried unanimously.

Residents and Visitors with Commission Business

Exercise Equipment

HARA (Hilltop Apartments Resident Association) President Betty Blair reported that the purchase and installation of exercise equipment was discussed at a recent meeting by Hilltop Apartments residents.  Ms. Blair reported that a survey had been circulated concerning the interest of the residents in installing exercise equipment and the kind of equipment to be installed, and suggested that DART rental income could be used for this purchase.  Director Cousino said that he would contact the Commission’s insurance agent to determine any potential impact of the purchase of such equipment.  Mr. Cousino suggested that HARA members determine what types of exercise equipment were desired and provide cost estimates for Commission consideration.

Prescription Drug Scam

Vice president Terry Vear presented a report on a local scam involving prescription drugs in Hillsdale County .  Ms. Vear stated that a person claiming to be from the Hillsdale County Senior Services was involved in the scam and recommend that tenants exercise caution if they are approached.

Accounts Payable Report/Bills

Bills in the amount of $23,619.27 were presented for payment.  Commissioner Eames, supported by Commissioner Field, moved to approve 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 one unit turnover in the month of January and reported that the turnover was completed in 8 days.

Payphone Revenue

Mr. Piper reported that the payphone at Hilltop Apartments had generated $2.55 in revenue since the last regular meeting.

Antenna System

Mr. Piper reported that parts for the approved antenna system were on order and that installation would occur upon receipt.

911 Dispatch Complaints

Mr. Piper reported that police officers had been dispatched to Hilltop Apartments on numerous occasions due to “nuisance calls” from the emergency phone in the Community Room being accidentally bumped or knocked off hook.  In order to correct the problem, Mr. Piper reported that the emergency phone had been removed from the wall and residents were instructed to use the public phone in the lobby to dial “911”.

Fire Extinguisher Inspection

Mr. Piper reported that Hillsdale Fire & Safety recently performed a fire extinguisher inspection for the Common Areas of Hilltop Apartments.  Maintenance Supervisor Paul Piper stated that inspection of extinguishers in resident units was done following the 2002 HUD inspection of the property.  Mr. Piper reported that these inspections were scheduled to continue on an annual basis.

Fire Alarm Inspection Contract Renewal

Mr. Piper reported that the annual alarm inspection contract with Siemens was due for renewal.  Mr. Piper reported that there would be an increase of $300.00 from last year’s contract, making the renewal cost $1,550.00.  Mr. Cousino and Mr. Piper recommended that the contract be renewed.  A motion to approve the new contract was made by Commissioner Eames and supported by Commissioner Field.  The motion carried unanimously.

Irrigation System Inspection Contract

Mr. Piper reported the receipt of a quotation from Executive Green to service the Hilltop Apartments irrigation system for $220.00.  Mr. Piper stated that a 10% discount would be given for prepayment, making the cost $198.00 for the season.  Mr. Cousino and Mr. Piper recommended that the contract be approved.  Commissioner Field moved to approve the contract.  Commissioner Eames supported the motion and the motion carried unanimously.

Executive Director’s Report  

HUD Operating Subsidy Funding Crisis

Mr. Cousino presented an informal report on an operating budget crisis that HUD was projecting for fiscal year 2003, and provided each Commissioner with a photocopy of a letter sent to Senator Nick Smith, requesting resolution of this crisis.  Mr. Cousino stated that HUD had projected a cut in operating budgets for all PHAs up to 30%.    Director Cousino said that he would keep the Commission informed on this topic.

HHC Meeting Schedules

Director Cousino distributed a list of FY 2003 meeting dates to Commissioners.

Secretary Attendance at Winter MHDA Conference

Director Cousino reported that the Winter Michigan Housing Director’s (MHDA) Conference was scheduled for February 11 – February 14, 2003, and reported that the conference topic would be rent calculation.  Because this is a task Secretary Michelle Loren was starting to do, Mr. Cousino requested approval for her attendance at the conference.    Commissioners approved Ms. Loren’s attendance.

Hilltop Soda Machine

Mr. Cousino reported that a sales representative from a soft drink company recently suggested the installation of a soda vending machine at Hilltop Apartments.  Mr. Cousino reported that similar previous requests had been presented to residents, who decided against the installation.  Mr. Cousino stated that the matter would be referred to HARA for discussion.

FY 2002 Audit

Mr. Cousino reported the successful completion of the Commission’s annual audit for fiscal year 2003.  Mr. Cousino stated his opinion that the audit had been very comprehensive, and stated that some areas for improvement had been discussed and would be included in the Audit report as recommendations.  In response to the draft recommendations, Mr. Cousino discussed the following items:

Personnel Policy – Vacation Policy

Mr. Cousino reported that the Commission’s payroll software had been double-accruing sick and vacation time for employees under certain circumstances.  Mr. Cousino reported that this error had been discovered in November, 2002 and corrections were made at that time.  However, the error was still in effect as of the end of the fiscal year, and therefore a reference to this item may appear on the audit report.

Waiting List Procedures

Director Cousino reported that the auditor determined that the Commission’s property management software was unable to accurately track activity histories for applicants, or to produce historical records of these histories upon demand.  Director Cousino reported contact with the software provider, who confirmed the problem.  Mr. Cousino stated his opinion that potential legal exposure existed as a result of this oversight. 

To resolve this issue, Mr. Cousino stated that he would develop and code an applicant tracking database.  After designing the database and using it for a period of time, Mr. Cousino stated that he would present it to the software provider for potential incorporation into their software.

Credit Card Policy

Mr. Cousino reported that the auditor stated that a credit card policy was required by Michigan law for all public bodies.  A draft Credit Card Policy was presented to Commissioners.  Commissioners agreed with Mr. Cousino’s recommendations to send the draft to legal counsel for review prior to adoption.

Check Issuance and Distribution

Mr. Cousino reported that the auditor recommended that the issuing and distribution of checks should be split up between staff members.  Mr. Cousino explained to the auditor that until QHWRA (Quality Housing and Work Responsibility Act of 1998), there was not sufficient staff to do this.  Mr. Cousino stated that there are presently two people in the office, to meet this requirement, but if HUD cuts funds and the secretarial position is lost, it is not known how this matter will be addressed.

Civil Rights Complaint

Director Cousino provided a letter from the Michigan Civil Rights Commission regarding a resident complaint.  Mr. Cousino reported that the complaint had been dismissed for “insufficient evidence.”

2002 PHAS Score

Mr. Cousino reported receipt of the FY 2002 PHAS score.  Mr. Cousino reported that the Commission had earned a “High Performer” rating with a score of 90%.  A copy was distributed to the commissioners.  Vice president Vear requested that Mr. Cousino issue a press release for this item.

Grant Reports

CFP 2003

Director Cousino reported that funds anticipated for release in September 2002 had not yet been released.

Reports of Committees and Subcommittees

There were no reports from committees or subcommittees.

Unfinished Business

FYE 06/30/2004 Annual Plan

As had been discussed at the last regular monthly meeting, the 2004 draft Annual Plan had been posted for public comment.  Director Cousino stated that a resident meeting date had been scheduled.

NAHRO Sponsored Commissioner Training

Director Cousino reported that a Commissioner Training session would be held at Saranac Housing Commission on Thursday, February 20, 2003.  Mr. Cousino asked if at least two commissioners could attend.

Employee Medical Coverage

As had been discussed previously, Mr. Cousino reported that he was currently researching a potential change in employee medical insurance carriers due to rising costs and reduced benefits.  Mr. Cousino stated that he was working with Commission President Doty on this item and would report findings when a comparison had been completed.

Staff Annual Increase Schedule Change

Director Cousino reported the completion of research on changing annual staff salary increase dates from anniversary date of hire to the beginning of the fiscal year, in response to a Commission request at a previous meeting.  Director Cousino distributed a memo to all Commissioners, recommending that annual salaries be determined at the time the operating budget is approved, and to continue issuing salary increases at the anniversary date of hire.  Following brief discussion, Commissioners agreed with Mr. Cousino’s recommendations.

New Business

Resolution HHC 2003-13 Modified Personnel Policy

Director Cousino stated that the Commission’s contracted auditor had recommended clarification of the Vacation Leave section of the Commission’s existing Personnel Policies.  Mr. Cousino stated that the auditor had stated that the existing policy was inconsistent with both pertinent local public practice and the procedures observed by the Commission.  Mr. Cousino presented Resolution #HHC 2003-13 to facilitate this correction.  A motion to adopt Resolution HHC 2003-13 was made by Commissioner Field and supported by Commissioner Eames.  The motion carried unanimously.

PHAS 2.0 Public Comment Seminar

Mr. Cousino reported that HUD had scheduled public comment seminars for public comments and suggestions to a new PHAS (Public Housing Assessment System) proposed rule for housing agencies.  Director Cousino requested approval to attend the March 05, 2003 seminar in Lexington , Kentucky .  Commissioners expressed approval for Mr. Cousino’s attendance.

UPHO Meeting (UPHO)

Mr. Cousino requested approval to attend an Upper Peninsula Housing Organization (UPHO) conference in Marquette , MI in April, 2003.  Mr. Cousino reported that the topic for the conference would be monitoring fraud, waste, and mismanagement within assisted housing. Approval to attend the conference was given by board members.

Adjournment

Commissioner Eames, supported by Commissioner Field, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 12:50 p.m.

  Respectfully submitted,    

Michelle Loren, Secretary
Hillsdale Housing Commission