Hillsdale Housing Commission
45 N. West Street ¨ Hillsdale, MI 49242
Phone: (517) 439-1210 ¨ Fax: (517) 439-9577 ¨ E-mail: mail@hillsdalehousing.org
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| Minutes - Regular Meeting February 05, 2004 Call to OrderThe regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, February 05, 2004, and was called to order at 12:10 p.m. by Vice president Terry Vear. Roll Call
Additions to AgendaThere were no additions to the agenda. Minutes - Regular Meeting January 08, 2004Maintenance Supervisor Paul Piper stated that under the heading Landscaping in the Maintenance Supervisor’s Report, it stated in error that a contract had been executed with Green Tech for lawn care services. Mr. Piper stated that no contract had been executed Vice president Vear recommended that the language contained under the heading Discussion – Commissioner Meeting Attendance in the Director’s Report be changed to reflect removal from office provisions. Commissioner Field, supported by Skiver, moved to approve the minutes of the regular meeting held January 08, 2004, as submitted. The motion carried unanimously. Residents and Visitors with Commission BusinessEmergency Assistance for Hilltop Apartments ResidentsResident Ella Asaro (311) addressed the Board concerning emergency assistance for Hilltop Apartments residents. Ms. Asaro stated that on a couple occasions, emergency medial technicians were unable to gain access to the building when called for a medical emergency. The police had to be called and much time was lost while waiting for the police to come. Director Cousino stated that he was aware of this problem. He advised Ms. Asaro that the EMTs had access to the lock box located outside the building in order to gain entry and that he had called emergency services to review the procedure with them. Mr. Cousino stated that he felt confident that this would clear up the matter. Vice president Vear also responded by briefly reviewing a 24 Hour Assurance Program available at no cost to qualifying residents through the Hillsdale Count Senior Services Center. Ms. Vear stated that this service provides daily phone calls (up to 5 per day) to a participating person with reminders, raises an alarm if the participant does not pick up the phone and is always in touch with emergency handlers. Director Cousino stated that he would be happy to discuss this program at the next tenant meeting. Accounts Payable Report/BillsBills in the amount of $23,822.14 were presented for payment. Commissioner Field, supported by Commissioner Skiver, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously. Maintenance Supervisor’s ReportUnit TurnoversMaintenance Supervisor Paul Piper reported that there had been no unit turnovers for the month of January. GuttersAs discussed at the last regular meeting, there was a problem with the installation of the new heated gutter system at Hilltop Apartments. Mr. Piper reported that he is taking appropriate action to resolve this matter and will provide the Board with the outcome when finalized. Water HeaterMr. Piper reported that a leak had developed in one of the three water heaters at Hilltop Apartments. Mr. Piper stated that the warranty had expired and the water heater would have to be replaced at a cost of $3500.00. Cement WorkMr. Piper reported that, due to weather, the cement approach to the apartment building has expanded upward causing a safety hazard. Mr. Piper stated that this has been a recurring problem during that last 2 or 3 years. Mr. Piper recommended that the cement be removed and repaired this summer. Mr. Piper reported that bids for repair would be presented to the Board this spring. Executive Director’s Report
Risk Control AssessmentDirector Cousino reported that he met with a representative from the Risk Control Department of Western Insurance Agency for a risk assessment. Mr. Cousino reported that some very good recommendations were made and that he would follow up on them. Mr. Cousino stated that he would present any potential changes to the Board at a later meeting. PHAS 2004 WaiverDirector Cousino reported that he had received e-mail from Washington DC stating that the PHA would not be assessed for FY 2004, even though the PHA had not been assessed for FY 2003. Mr. Cousino also stated that Hillsdale Housing Commission still operates under “High Performer” status. FY 2005 Annual PlanDirector Cousino distributed copies of the FY 2005 Annual Plan to the Commissioners. Mr. Cousino stated that the Plan must be posted for public comment for 30 days. Following posting, a RAB (Resident Advisory Board) meeting would be held. Mr. Cousino stated that a public hearing would then be held for approval of the plan at the March Housing Commission meeting. Mr. Cousino asked approval from the Board to post the plan for public comment for 30 days. Commissioner Field moved to approve posting the FY 2005 Annual Plan for 30 days. Commissioner Skiver supported the motion and the motion carried unanimously. Director Cousino also asked for Board approval to appoint all Hilltop Apartments residents to the Resident Advisory Board rather than individual residents. Commissioner Field, supported by Commissioner Skiver, moved to appoint all residents to the RAB. The motion carried unanimously. Grant ReportsCFP 2003Director Cousino reported that, as discussed at the last regular meeting, the Hillsdale Housing Commission has qualified for an additional $12K in CFP 2003 funding. Mr. Cousino stated that he had submitted the necessary paperwork and should receive approval in the near future. Mr. Cousino also reported that, as mentioned at the last meeting, the total amount of the CFP grant is roughly $10K less than was anticipated. CFP 2004Director Cousino reported that Congress has submitted an Omnibus bill which included CFP 2004 and it is expected to pass in the near future. No action need be taken on this item at this time. Reports of Committees and SubcommitteesThere were no reports of committees or subcommittees. Unfinished BusinessMaintenance Person Salary ScheduleDirector Cousino reported that an additional salary study which included agencies recommended by Commissioners at the January meeting had been completed. Copies were distributed to the Commissioners. Mr. Cousino stated that the study results demonstrated that the Maintenance Person salary schedule specified by HUD/DoL is consistent with other agencies in the Hillsdale area. Mr. Cousino recommended that the existing rate of pay be used. Mr. Cousino stated that CFP grant funds could be utilized to absorb the difference in cost. Mr. Cousino commented that the Board may wish to specify that it may be necessary to discontinue the position of Maintenance Person and reinstate the position of Housekeeper should these funds no longer be available. The Board of Commissioners agreed with Mr. Cousino’s recommendations. MERS Pension DiscussionDirector Cousino reported that, as requested at the last meeting, HHC staff members met to discuss the possibility of adding a benefit package to the existing MERS retirement plan which would in turn affect the employee/employer contribution. Mr. Cousino reported that, after discussion with the staff, staff members voted on and agreed to the change in the MERS retirement plan and an increase in employee contributions. Mr. Cousino recommended that these changes in the MERS retirement plan be made and asked for permission from the Board to present the proposed changed to the City Council at the next council meeting. Commissioner Skiver moved to approve presentation of the proposed change to the City Council. Commissioner Field supported the motion and the motion carried unanimously. New BusinessDraft By-Laws Revision – Removal for AbsenteeismAs requested at the last meeting, Director Cousino distributed a draft revision of the Hillsdale Housing Commission By-Laws to the Commissioners. The draft includes a new clause that incorporates board member removal for absenteeism. Mr. Cousino stated that since the discussion at the last regular meeting, he had researched the matter of removal of a member and found that formal action to remove any member must be taken and said action must be approved by the City Manager. Mr. Cousino recommended that this matter be submitted to the City Manager and that no action needed to be taken at this time. Draft Dwelling Lease Revision – Resident ResponsibilitiesDirector Cousino presented draft copies of a proposed change in the dwelling lease with a clause addressing resident responsibilities. Mr. Cousino asked the Board’s approval of the change and to post a draft copy of the change for 30 days for public comment. Commissioner Field, supported by Commissioner Skiver, moved to accept the proposed change and post the draft change for 30 days for public comment. Resolution #HHC 2004-13 – Accept FY 2003 Audit ReportDirector Cousino presented copies of the Commission’s FY 2003 Audit Report to the Commissioners. Mr. Cousino recommended the Board accept the audit report as presented. Commissioner Field, supported by Commissioner Skiver moved to adopt resolution #HHC 2004-13 as presented. The motion carried unanimously. AdjournmentVice president Vear, supported by Commissioner Field moved to adjourn. The motion carried unanimously and the meeting adjourned at 1:03 pm. Respectfully submitted,
Michelle Loren, Secretary | |||||||||||||||||||||||||||||||||||
