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 April 03, 2003

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, April 03, 2003 and was called to order at 12:07 p.m. by President Karri Doty .

Roll Call

Additions to Agenda

Director Cousino presented a new Housing Authority Accounting Specialists accounting contract as an addition to the agenda.

Public Hearing – FY 2004 Annual Plan

A Public Hearing was held to adopt the FY 2004 Annual Plan posted for public comment on January 10, 2003.  President Doty requested comments from the public regarding the draft plan, and none were presented.  Director Cousino reported the receipt of written comments in support of the draft plan following a presentation of the plan to the Resident’s Advisory Board.  Vice president Vear, supported by Commissioner Skiver, moved to adopt the FY 2004 Annual Plan as presented.  The motion carried unanimously.

Minutes – Rescheduled Regular Meeting, March 13, 2003

Vice president Vear, supported by Commissioner Skiver, moved to accept the minutes of the rescheduled Regular Meeting held on March 13, 2003 as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Fire Alarm Policy

Bernadine Laser (103) presented concerns regarding current emergency fire alarm procedures.  Ms. Laser stated her concern that the procedure that suggests that residents remain in their apartment during a fire could potentially be hazardous   Director Cousino stated that he would attempt to schedule a presentation by officials from the City fire department in the near future.

Accounts Payable Report/Bills

Bills in the amount of $10,274.32 were presented for payment.  Vice president Vear, supported by Commissioner Skiver, moved to accept the Accounts Payable Report and pay the bills as presented.  The motion carried unanimously.

Maintenance Supervisor’s Report

Apartment Turnover

Maintenance Supervisor Paul Piper reported 1 unit turnover currently in progress.

Payphone Revenue

Mr. Piper reported that the payphone at Hilltop Apartments had generated $2.90 in revenue since the last regular meeting.

Landscaping

Mr. Piper reported that he and Maintenance Person Luann Lehman had started flowers for planting on the grounds of Hilltop Apartments in the near future.

Pond

Mr. Piper reported that he and Maintenance Person Luann Lehman were planning to start opening the pond at Hilltop Apartments in the near future.

Antenna

Mr. Piper reported that parts for the approved antenna system were in and installation would be scheduled for the near future.

Annual Fire Alarm Test

Mr. Piper reported that a contracted annual fire alarm test had been completed successfully. Mr. Piper reported that the contractor had recommended some necessary repairs, which would not be covered under warranty.  Mr. Piper stated that an estimate for these repairs was anticipated in the near future.

Irrigation System

Mr. Piper reported that he anticipated the irrigation at Hilltop Apartments system should be inspected and activated in mid-April.

“Digging in the Soil” Classes

Mr. Piper reported that he and Maintenance Person Luann Lehman signed up for a 6-week course provided by the Hillsdale County Senior Services Center called “Digging in the Soil.”  Mr. Piper reported that classes were scheduled to begin Thursday, April 03, 2003 at a cost of $30.00 per person.  Mr. Piper stated that this course would help to improve on landscaping and horticulture skills needed to maintain the already beautiful Hilltop Apartments grounds. 

Executive Director’s Report

HUD Operating Subsidy Budget Crisis

No new action was reported at this time.

Hillsdale County Virtual Community Center

Director Cousino reported that he had attended a training seminar for the Hillsdale County Virtual Community Center , as approved by Commission action during a previous meeting.  Mr. Cousino also reported that the Hillsdale County Virtual Community Center project had been completed and was now available on the Internet.  Mr. Cousino reported that a grand opening presentation had been scheduled on Wednesday, April 06, 2003 at 7:00 p.m. in Phillips Auditorium at the Dow Center , Hillsdale College .  Mr. Cousino encouraged all Commissioners, employees and residents to attend the grand opening.

            Hilltop Apartments Residents PC

Director Cousino reported that several concerns regarding use of the donated PC had been brought to his attention.  A survey was sent out to the Hilltop Apartments residents in an attempt to format some rules and regulations that might clear up some of the concern about the use of the PC.  Mr. Cousino discussed different options with the board and stated he would discuss these options with the Hilltop Apartments tenants.  Commissioners agreed to discuss these items at a later date.

            MHDA/MI NAHRO Joint Conference

Director Cousino reported that he would attend a MHDA/MI NAHRO Joint Conference in Mount Pleasant May 14-16.  Because Commissioner Training is on the Agenda, Mr. Cousino encouraged the Commissioners to attend. 

            Executive Director’s Annual Evaluation

Director Cousino reported the completion of his tenth year of service and distributed a form for his annual evaluation to each Commissioner.  Mr. Cousino requested the completion and return of the evaluation forms at the May Regular Meeting.

Grant Reports

CFP 2002

Mr. Cousino reported that no action needed to be taken on this item at this time.

Reports of Committees and Subcommittees

There were no reports of committees or subcommittees.

Unfinished Business

Employee Medical Coverage

No action occurred on this item.  Director Cousino stated that he would report findings when research has been completed.

Resolution #HHC 2003-16 – Adopt Credit Card Policy

Director Cousino reported that legal counsel had completed review of a draft Credit Card Policy and that specific changes to the policy were recommended.  A copy of the attorney’s response was distributed to Board members.  Mr. Cousino reported that he had incorporated the recommended changes into the draft policy and recommended adoption as presented.  Vice president Vear motioned to adopt the policy.  Commissioner Skiver supported the motion and the motion carried unanimously.

Resolution #HHC 2003-15 – Accept FY 2002 Audit Report

Director Cousino reported that after having suffered a serious automobile accident, the Commission’s auditor had completed and certified our FY 2002 audit to HUD’s REAC office.  Mr. Cousino stated that the auditor had been unable to complete the written audit report, and therefore it was not available for adoption with Resolution #HHC 2003-15 at this meeting.  Mr. Cousino stated that he anticipated receipt of the audit report by the scheduled date of the next regular monthly meeting.

Exercise Equipment

Director Cousino requested approval to use DART rental funds to purchase exercise equipment for Hilltop Apartments, as had been discussed at a previous meeting.  As previously discussed, Mr. Cousino reported contacted the Commission’s insurance carrier to discuss potential increases in insurance premiums due to the purchase of this equipment.  Mr. Cousino distributed copies of correspondence received by the carrier, indicating that as long as a number of controls were placed into effect, there would be no increase in our premiums.  Mr. Cousino reported that Maintenance Supervisor Paul Piper and Maintenance Person Luann Lehman have been researching types and prices of equipment for purchase.    Commissioners agreed to use DART rental funds for the purchase of exercise equipment for Hilltop Apartments.  President Doty recommended that Mr. Piper research whether local vendors offered the type of equipment desired.

New Business

Accounting Contract 5% Renewal Increase

Director Cousino reported that a contract was due for renewal for the Commission’s contracted fee accountants.  Mr. Cousino stated that the renewal contract reflected a maximum 5% increase from the previous contracting period and recommended acceptance of the accounting contract renewal as presented.  Vice president Vear, supported by Commissioner Skiver, motioned to approve the contract renewal as presented.  The motion carried unanimously.

Adjournment

Commissioner Skiver, supported by Vice president Vear, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 12:50 p.m.  

Respectfully submitted,  

Michelle Loren, Secretary
Hillsdale Housing Commission