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 June 05, 2003

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, June 05, 2003 , and was called to order at 12:05 p.m. by President Karri Doty.

Roll Call   

Additions to Agenda

There were no additions to the agenda.

Minutes - Regular Meeting May 01, 2003

President Doty recommended removal of a statement directed to a specific Hilltop Resident under the heading Residents and Visitors with Commission Business/Tenant Parking Lot.  In reference to the same heading, Vice president Vear recommended the inclusion of the words “first and foremost” in the last sentence.  

Commissioner Field, supported by Commissioner Eames, moved to accept the minutes as corrected. The motion carried unanimously.

Residents and Visitors with Commission Business

Soda Vending Machine/Computer Room Sign

Hilltop Apartments Resident Hilda Zack (214) asked when the soda vending machine was to be installed and asked that a sign be posted on the Computer Room door stating that keys were available in the office. Secretary Michelle Loren responded that the soda machine vendor was scheduled to install the machine in the near future and that a sign would be posted on the Computer Room.

Window Washing

Hilltop Apartments Resident Marlene Donihue (203) asked if outside window washing would be done this year.  Maintenance Supervisor responded he and Maintenance Person Luann Lehman would be starting the outside window washing during the later part of June and that notices would be sent out to residents when dates were set.

Accounts Payable Report/Bills

Bills in the amount of $48,588.89 were presented for payment.  Director Cousino reported that the Accounts Payable Report reflected two months of bills as a report could not be presented at the May 01, 2003 Regular Meeting due to a computer malfunction.  Vice president Vear, supported by Commissioner Eames, 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 one unit turnover for the month of May.

Payphone Revenue

Mr. Piper reported that the pay telephone at Hilltop Apartments had generated $6.00 in revenue since the last regular meeting.

Antenna

Mr. Piper reported that Roger’s T.V. was in the process of installing modulators needed in order to gain access to three additional channels through the roof antenna.

Landscaping

Mr. Piper reported that he and Maintenance Person Luann Lehman have been working on planting flowers and laying mulch around the Hilltop Apartments grounds.  Mr. Piper thanked Ms. Lehman for her efforts.  Commissioners expressed appreciation for Mr. Piper and Ms. Lehman’s landscaping work and remarked that the grounds looked wonderful.

Fire Alarm Upgrade

Mr. Piper reported that recommended upgrades to the fire alarm system at Hilltop Apartments were scheduled for the near future, as approved by Commission action during a previous meeting.

Annual Inspections

Mr. Piper reported that Annual Apartment Inspections at Hilltop Apartments would begin in the near future.

Cycle Painting

Mr. Piper reported that eleven apartments were due for cycle painting during the summer and stated that scheduling will begin in July.

Generator Service

Mr. Piper reported that the new PEMA (Preventative Equipment Maintenance Agreement) contract had increased to $1098.43, up 3% from last year for the Commission’s emergency generators at Hilltop Apartments.

Parking Lot

Mr. Piper reported that he received notice from Quality Asphalt and Seal-coating that the Hilltop Apartments parking lot was due for its bi-annual seal coating.  Mr. Piper stated that in 2001 the cost was $1,776.00. Vice president Vear suggested that quotes from other companies be obtained, and Mr. Piper stated that he would obtain other quotes.  Commissioners discussed the necessity for resealing this year instead of waiting for CFP funds to arrive was raised and Mr. Piper explained that it would be best to reseal this year as scheduled.  

Mr. Piper also reported that, in response to discussion at the last regular meeting concerning parking problems, two new signs were purchased in an attempt to dissuade visitors from blocking a wheelchair ramp located in front of the building.

Executive Director’s Report

HUD Operating Budget Subsidy Crisis

Director Cousino reported that Congress had approved 90% operating subsidy for fiscal year 2004, but stated that the Commission’s CFP grant was anticipated to be funded at 100%.

OIG Separation of Duties

Mr. Cousino reported that, as was discussed at the last regular meeting, the HUD Office of Inspector General had been routinely citing PHAs for failure to separate duties of financial and management nature.  Mr. Cousino reported that the Commission’s auditor also strongly recommended that this PHA begin this practice.  Mr. Cousino recommended implementing the following methods:  

1.      The Executive Director should sign and review purchase orders and invoices; the Secretary should reconcile the PO ’s and invoices and issue checks.  The Executive Director would then enter the completed checks into the accounting system.

2.      The Executive Director would sign and review all employee timesheets and the Secretary would process the payroll checks.

3.      The Executive Director would review housing applications that are taken by the Secretary, and in return the Secretary would review those applications taken by the Executive Director. Mr. Cousino reported that this method was already in practice.

4.      The Executive Director would review certifications/recertifications that the Secretary performs, and the Secretary would in turn review those performed by the Executive Director.

Mr. Cousino reported that these separations are similar to those of other similar-sized PHAs expressed his opinion that they should be enough to avoid similar recommendations or an audit finding in the future.  Mr. Cousino recommended that these changes be implemented immediately.  

Due to the expansions of the Secretary’s duties, Mr. Cousino recommended a modification of the Secretary’s job description to include these items as well as a change in title from “Secretary” to “Administrative Assistant”.  Mr. Cousino also recommended a $1.00 per hour increase in wages to take effect with the change of job description and title.  

Commissioner Eames moved to implement the separation of duties at this time.  In regard to the change in title and wage increase for Secretary Michelle Loren, Mr. Eames requested that Director Cousino conduct a wage review.  Mr. Eames also requested a copy of the current Secretary Job Description at the next regular meeting.  This one-month time frame would be considered a training period for Secretary Michelle Loren, and wages and job title would be reconsidered at the end of that period, to be retroactive to the previous meeting date.  Commissioner Field supported the motion and the motion carried unanimously.  

Commissioners expressed their feelings that they are uncomfortable conducting employee wage reviews in an open forum.   Mr. Cousino referred to the Open Meetings Act in response to their concerns.  The Commissioners requested that a copy of the Open Meetings Act be provided to them prior to the next regular meeting.

Housekeeping Practices for Smoking Residents

Director Cousino reported that the practice of requiring residents who smoke to clean their apartment walls on a periodic basis is currently under review by legal counsel to determine if this will cause fair housing difficulties.   Mr. Cousino stated that there had been some discussion concerning this issue while at the Mt. Pleasant conference he had recently attended and stated that while there were PHAs who strongly agree, there were several who felt such action would be discriminatory.  Mr. Cousino stated that he would present the Commission’s attorney’s formal recommendations upon receipt.

Flagstar Bank – Master Signature Card

Mr. Cousino distributed a master signature document from Flagstar Bank for signatures by all Commissioners.  Mr. Cousino reported that this document was signed annually allowing the Commission to make changes to accounts without executing a separate document for each account.

Fall MHDA Conference

Director Cousino reported that the Fall MHDA Conference would be held October 08, 09, & 10 on Mackinac Island , and stated that the MHDA facilities coordinator was working on contracting with the Grand Hotel to hold the conference at that location.  Mr. Cousino stated that the featured speaker would be Dr. Leo Dauwer, a very well known and respected authority on assisted housing.  Mr. Cousino requested that at least one Commissioner attend this conference, and President Doty stated that she was planning to attend.

HHC Annual Meeting

Director Cousino noted that the Commission’s annual meeting would be held in July.  This is the first meeting to be held at the beginning of the fiscal year since a change was made in the By-Laws.  Mr. Cousino also noted that elections would need to be held at this time as well as to consider any necessary changes to the Commission’s existing By-Laws.

Grant Reports

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

President Doty presented a comparison of the current employee medical coverage and a potential alternative policy to the Board.  Further review of the two will be discussed at the next regular meeting.  President Doty requested that Mr. Cousino obtain a list of benefits under the proposed dental plan, for comparison to the benefits already in place.

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

Director Cousino reported that the Commission had received the Report on Audit of Financial Statements and Supplementary Information for the Fiscal year Ended June 30, 2002 and distributed copies to the Commissioners for adoption.   

The following items were discussed:

1.      Commissioners recommended that credit card usage should be held to a minimum.

2.      Commissioners recommended that the Executive Director and employee sign all time cards.

3.      Commissioners recommended that all invoices stamped be stamped “PAID” and dated with the check number recorded, in case the invoice becomes separated from the photocopy of the check.  

Director Cousino stated that all items discussed had been implemented since the recommendations were made.  

Vice president Vear motioned to adopt Resolution #HHC 2003-15, accepting the audit for fiscal year 2002.  Commissioner Eames supported the motion and the motion carried unanimously.

Executive Director’s Annual Evaluation

Director Cousino distributed spreadsheets to the Commissioners detailing the average of scores for the Executive Director’s annual evaluation for FY 2003.  Mr. Cousino stated that a 3% salary increase was scheduled for July 01, 2003 . 

Truck Repairs

Director Cousino reported that Maintenance Supervisor Paul Piper had obtained a quote for repairs to the Housing Commission’s truck for damage which occurred last winter.  Mr. Cousino reported that the quotes obtained were for less than the amount of the insurance deductible of $500.00.  Mr. Cousino recommended that the Board approve the cost of repairs rather than submit a claim to the insurance carrier.  After discussion, Commissioners agreed with Mr. Cousino’s recommendations.

New Business

Resolution #HHC 2003-19 – ACOP Modification

Director Cousino reported that a draft ACOP had been posted for public comment on May 09, 2003 , as approved by the Commission action during the last regular meeting. The following draft changes were posted as discussed:

1.      Grammatical errors in Section titles

2.      Implementation of HUD’s new “Zero-Income Worksheet checklist

3.      Removal of a section allowing the Commission to deduct income withholdings from certain working tenant families, which resulted in lower rent for those affected families.  

Mr. Cousino reported that there was one resident at Hilltop Apartments who would be affected by the third item listed above and asked that she express her view to the Board.  President Doty also expressed some concern about this item.  After discussion and receiving comments from the resident, the Commission decided that the proposed changes would be beneficial for the agency.  However, because changes may greatly affect rental calculations, the Commission requested that Mr. Cousino research the feasibility of implementing a “grandfather clause” stating that the change be implemented for all residents from this time forward and exempting the resident currently affected.  Mr. Cousino said he would research this and present his findings upon receipt.

Data Security Policies

Director Cousino presented a draft data security policy for Commission perusal.  Commissioners decided to wait 30 days for further review.  Commissioners agreed to discuss this meeting at the next regular monthly meeting.

Resolution #HHC 2003-17 – Master Key Policy

Director Cousino presented a Master Key Policy which HUD and the Inspector General’s office has requested.  Commissioner Eames moved to adopt Resolution #HHC 2003-17, adopting the Master Key Policy as presented.  Commissioner Field supported the motion and the motion carried unanimously.

Resolution #HHC 2003-18 – FY 2003 Operating Budget Revision

Director Cousino presented the FY 2003 closeout budget resolution for review by the Commission.  Commissioner Eames, supported by Commissioner Field, moved to adopt the resolution as presented.  The motion carried unanimously.

Adjournment

Vice president Vear, supported by Commissioner Field, moved to adjourn. The motion carried unanimously and the meeting adjourned at 2:10 p.m.  

Respectfully submitted,

Michelle Loren, Secretary
Hillsdale Housing Commission