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

Minutes - Rescheduled Meeting March 13, 2003

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, March 13, 2003 and was called to order at 12:10 p.m. by President Karri Doty .

Roll Call

Additions to Agenda

No additions to the agenda were presented.

Minutes - Regular Meeting February 06, 2003

Commissioner Field, supported by Vice president Vear, moved to accept the minutes of the Regular Meeting held on February 06, 2003, as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Exercise Equipment

HARA President Betty Blair (205) reported that research had been completed for the possible purchase of exercise equipment for Hilltop residents.  Ms. Blair reported that a survey had been circulated to Hilltop Apartments residents, and the survey response indicated a majority interest in the purchase/installation of exercise equipment on the fourth floor of Hilltop Apartments.  Ms. Blair distributed copies of the price researching that had been completed by HARA to each of the board members for review.  Ms. Blair stated that a survey regarding suggested rules and regulations will follow.  Director Cousino reported that was currently working with the Commission’s insurance carrier to determine if such purchases would result in an increase in premiums.  Mr. Cousino stated that he will report his findings when research has been completed. 

Community Room Soda Machine

Ms. Blair (205) reported that a survey had been sent to the residents of Hilltop Apartments regarding the installation of a soda machine in the Community Room.  Ms. Blair reported that the response from the survey was overwhelmingly in favor.  Secretary Michelle Loren stated that she will gather information from different venders and will report her findings to the Commission at a later date.

Accounts Payable Report/Bills

Bills in the amount of $45,794.16 were presented for payment.  Vice president Vear, supported by President Doty, 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 one unit turnover in the month of February.  Mr. Piper reported that the unit turnover time was 9 days.

Payphone Revenue

Mr. Piper reported that the payphone at Hilltop Apartments had generated $5.35 in revenue since the last regular meeting.

Fire Alarm Testing

Mr. Piper reported that annual fire alarm testing has been scheduled for the month of April.

Irrigation System

Mr. Piper reported that he anticipated the inspection of the irrigation system to be completed and activated in mid-April, 2003.

Backflow Testing

Mr. Piper reported that annual inspection of the backflow preventers had been completed successfully.

Energy Control

Mr. Piper reported that he had been contacted by a vendor to see if there was any further interest in updating/reinstalling the Energy Demand Control in place at Hilltop Apartments.  Mr. Piper recommended that the issue not be revisited, and Commissioners agreed with the recommendation.

Executive Director’s Report  

HUD Operating Subsidy Funding Crisis

Director Cousino reported that HUD Secretary Martinez had been subpoenaed to testify before the Senate Appropriations Committee regarding a financial crisis at HUD which would reduce the Commission’s FY 2004 operating subsidy to 90% of previous levels.  Mr. Cousino stated that he would keep the Commission apprised of events regarding this issue as they occurred.

Hillsdale County Virtual Community Center ArcServ Training

Director Cousino reported that he had been asked to attend ArcServ training for the Hillsdale Virtual Community Center March 18 – 20, 2003, in response to the Commission’s involvement in the Hillsdale County Virtual Community Center . Mr. Cousino reported that the training was to learn how the system works and to possibly provide tech support.  Mr. Cousino stated that there were travel/training funds in the current year’s budget to cover the expense. Vice president Vear, supported by Commissioner Field, moved to approve Director Cousino’s attendance to ArcServ training.  The motion carried unanimously.

Hilltop Apartment’s Residents’ PC

Director Cousino reported difficulties with resident’s use of the PC donated by the Housing Commission during a previous meeting.  Mr. Cousino reported that these difficulties include installation/deletion of software, and changing global settings.  Mr. Cousino also reported that he was spending considerable time providing tech support, and that requests to refrain from installing software have been ignored.  Mr. Cousino further reported that some residents stated they were not being given access to the PC due to personalization of the computer.  Mr. Cousino reported that HARA board members had now asked to institute rules and regulations for PC use.

Mr. Cousino stated his opinion that computer training for the residents could potentially clear up a lot of the misunderstandings that are occurring, and stated that staff were attempting to schedule a workshop for all those interested. 

Secretary Loren stated that she will distribute a survey drafted by the Residents’ Association outlining proposed rules for PC use.  The survey results will be available for review and discussion at a future meeting. Commissioners agreed to review this item at a later date.

Commissioner Training

Director Cousino announced that three sessions for Commissioner Training are available for those interested:

·        At the Dundee Housing Commission on Monday, March 17 – training is free.

·        NAHRO training will be held at various times throughout the year.

·        MI NAHRO/MHDA Joint Conference in May.

BPU Fiber Optic Cable

Director Cousino reported that the City of Hillsdale Board of Public Utility was currently wiring all City offices, including the Mitchell Public Library, with fiber optic cable for broadband Internet access, local telephone service, and other services.  The cost to the Housing Commission was estimated to be approximately $4,000.00.  Mr. Cousino stated that this service would provide much faster Internet access, eliminate Internet access bills, and may eventually provide local/long distance phone service.  Mr. Cousino recommended that 2001 CFP funds be used to participate in this program. Commissioner Field motioned to approve expenditures, not exceeding $4,000.00 for the installation of fiber optic cable.  Vice president Vear supported the motion and the motion carried unanimously.

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

Director Cousino reported that the FYE 2004 Annual Plan had been posted for public review.  Mr. Cousino stated that approval of the Plan will take place at a public hearing during the regular meeting scheduled for Thursday, April 03, 2003.

Employee Medical Coverage

Mr. Cousino reported that research on potentially changing medical insurance carriers for Commission employees was ongoing.  Mr. Cousino stated that findings would be presented upon completion of research.

Credit Card Policy

Mr. Cousino reported that a draft Credit Card Policy had been delivered to the Commission’s legal counsel, as approved by Commission action during a previous meeting.  Mr. Cousino stated that he would report the results of legal review upon receipt.

New Business

FY 2002 Audit Report

Director Cousino reported that due to an automobile accident, the results from the FY 2002 audit performed in February had been delayed slightly.  Mr. Cousino reported that he anticipated Certification to be posted on the Internet by the end of the month, and anticipated receipt of the audit report by the next monthly meeting.

Resolution #HHC 2003 – 14 – Approval of FY 2004 Operating Budget

Director Cousino provided each Commissioner with a photocopy of the Commission’s FY 2004 operating budget.  Mr. Cousino stated his opinion that operating subsidies were anticipated to be approved at or near 90% for 2004.  Vice president Vear, supported by Commissioner Skiver, moved to adopt Resolution #HHC 2003-14 approving the 2004 operating budget as presented.  The motion carried unanimously.

Smoking Residents Housekeeping Procedures

Director Cousino reported that he was currently working with other PHAs to discuss how to handle excessive damages to units by residents who smoke.  Mr. Cousino stated that many units suffer damage from smoking that standard cleaning does not cover.  Mr. Cousino stated that additional cleaning requirements were being considered for those residents who smoke; however some PHAs had expressed concern regarding possible conflicts with fair housing laws.  Mr. Cousino stated that he planned to discuss this item with the Commission’s legal counsel, and stated that results of this discussion would be presented following further research.

Annual Insurance Renewal 

Mr. Cousino reported that the office staff had attempted to obtain three quotations for the annual umbrella insurance package due for renewal March 14, 2003.  Mr. Cousino stated that no carrier contacted was willing to submit a bid against the Commission’s current insurance carrier.  Although the current insurance carrier quoted a 22% increase from last year ($6,822.00 to $8,750.00), Mr. Cousino recommended approval of the invoice.  Approval was made by the Commission with the motion to accept March 13, 2003 Accounts Payable Report, listed above.

Adjournment

Commissioner Field, supported by Vice president Vear, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 1:15 p.m.  

Respectfully submitted,

Michelle Loren, Secretary
Hillsdale Housing Commission