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 March 04, 2004

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, March 04, 2004, and was called to order at 12:10 p.m. by Vice president Terry Vear.

Roll Call

Additions to Agenda

There were no additions to the agenda.

Minutes - Regular Meeting February 05, 2004

Commissioner Field, supported by Commissioner Skiver, moved to accept the minutes of the regular meeting held on February 05, 2004 as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

70’s Dinner Party

Betty Blair (205) expressed her appreciation to the Housing Commission and staff for the 70’s Theme Party held at Hilltop Apartments on February 27, 2004.

HARA Report

There was no new HARA business to report.

Accounts Payable Report/Bills

Director Cousino reported that the Accounts Payable Report included a check for the payment of the renewal of property/liability insurance and indicated that the payment reflected a 50% increase in costs over last year’s premium.  Commissioner Skiver, supported by Commissioner Field, moved to approve the payment for property/liability insurance.  The motion carried unanimously.

Bills in the amount of $38,320.10 were presented for payment.  Commissioner Skiver, supported by Commissioner Field, moved to accept the Accounts Payable Report and pay the bills as presented.  The motion carried unanimously.

Maintenance Supervisor’s Report

Lawn Care

Maintenance Supervisor Paul Piper reported that, as had been discussed at the last regular meeting, a contract was executed with Green Tech for lawn care.

Gutters

Mr. Piper reported that, as had been previously discussed, the recent installation of heated gutter helmets had voided a portion of the warranty on a new roof at Hilltop Apartments.  Mr. Piper reported the successful negotiation of a resolution with the Gutter Helmet Company.  Mr. Piper stated that after management consulted with legal counsel, it had been determined that the roof was still under warranty, except for the affected areas, and that, Gutter Helmet granted a lifetime transferable warranty in writing.

Fire Extinguishers

Mr. Piper reported that an annual fire extinguisher inspection had been completed.  Mr. Piper stated that during the inspection it had been discovered that one fire extinguisher was missing and that the fire extinguisher had been replaced.

Executive Director’s Report 

DART Income/Expenses to Date

As had been requested at a previous meeting, Director Cousino provided copies of a DART Income/Expenses spreadsheet detailing income/expenses.  Mr. Cousino stated that not all of the “70’s Party” expenses had been totaled, but he estimated that they should be expected to be approximately $1,200.00.  Mr. Cousino stated that he would prefer to maintain the current balance of $1,000.00.

HUD Approval of FY 2005 Audit

Director Cousino reported the receipt of a letter approving the Commission’s FY 2003 Audit Report by the Detroit Office of HUD and distributed copies to all Commissioners.

FY 2005 Annual Plan Public Hearing – April 01, 2004

Mr. Cousino reported that the draft FY 2005 Annual Plan had been made available to the public, in the office, at City Hall and the Library and was soon to be posted on the Commission’s Web site.  Mr. Cousino stated that a public hearing to approve the Plan was scheduled during the next regular meeting, April 01, 2004.

NAHRO Rent Calculation Class

Director Cousino reported that he and Administrative Assistant Michelle Loren had attended the rent calculation training class in Grand Rapids and both passed the certification examination.

70’s Party

Director Cousino reported that a”70’s Party,” recently held at Hilltop Apartments for residents, Commissioners and guests had been very successful.  Mr. Cousino reported that although the final cost of the party was over the planned budget, he felt that the marketing and resident retention values outweighed the cost. Mr. Cousino also thanked Commissioners for attending and said a special thank you to Vice president Vear for serving as emcee and doing such a wonderful job.  Commissioner Field expressed appreciation “for the multi-talented staff” of the Hillsdale Housing Commission.

Complaints

Director Cousino reported that three Civil Right Complaints had been received.  Mr. Cousino distributed copies of his letters of response to the Commissioners and stated that he would inform the Board of the outcome and developments.

Insurance Renewal

Director Cousino reported that there had been significant difficulty receiving quotes from insurance carriers because there are few companies that will insure PHAs.  Mr. Cousino stated that he was currently working with one other bidder and has e-mailed other directors for suggestion.  Mr. Cousino stated that the Housing Commission’s premiums have increased 50% over last year’s cost ($8,000.00 to $12,000.00) and have increased 100% over the past 3 years.  Mr. Cousino recommended that the current policy be renewed, but stated that he would continue to search for other carriers.

FY 2004 Annual Inspection

Director Cousino reported that he planned to present quotes for the FY 2004 Annual UPCS Inspection at the next regular monthly meeting.

Grant Reports

CFP 2003

Director Cousino reported that, as had been reported previously, the receipt of additional CFP 2003 funds should occur in the near future.  Mr. Cousino stated that, with the additional funds, the total allotment for 2003 was only slightly reduced from the amount anticipated.

CFP 2004

Director Cousino reported that at the recent statewide director’s conference, HUD financial analysts unofficially stated that CFP 2004 funds should not be expected until mid-summer to early fall.  Mr. Cousino stated that these dates supported his prediction that HUD would withhold one year’s funding.

Reports of Committees and Subcommittees

There were no reports of committees or subcommittees.

Unfinished Business

MERS Pension Change

Director Cousino reported that, as had been requested at a previous meeting, a staff survey had been conducted to determine whether or not staff were interested in making changes to the current MERS pension plan which would allow retirement at age 55 with fifteen years service.  After approval by employees, a request to be placed on the City Council agenda was made in order to affect the change.  Upon review, City officials did not agree with the estimates for the change as they were presented and stated that they would review the matter and determine the actual financial impact before it could be brought before the City Council for approval. 

Mr. Cousino invited Kay Freese, Executive Assistant to the City Manager, to speak to the Board in regard to this matter.  Ms. Freese made a presentation, followed by discussion.  After much discussion, it was decided that the staff would be surveyed again and the outcome would be presented at the next regular meeting   

Draft By-Laws Revision – Removal for Absenteeism

Director Cousino reported that a draft By-Laws revision concerning automatic Commissioner removal for absenteeism discussed at the last regular meeting had been presented to the City to be placed on the agenda for City Council.  After review, City officials had several questions and comments on the draft revision and requested it be sent to legal counsel for review.     Mr. Cousino reported that the draft revision had been delivered to the Commission’s attorney and results of the review would be presented upon receipt.

Draft Lease Revision – Resident Responsibility

No action occurred on this item at this meeting.

New Business

UPHO Conference, Baraga, MI

Director Cousino reported that the Upper Peninsula Housing Organization (UPHO) was planning a spring conference in Baraga, Michigan, April 14-16, 2004.  Mr. Cousino stated that this conference would include both director and commissioner training and that scheduled speakers include HUD representatives as well as the acting director of the HUD Detroit Field Office.  Because this conference was not budgeted, Mr. Cousino asked the Board’s approval for his attendance to the conference as well as attendance by President Karri Doty and Administrative Assistant Michelle Loren.   

Commissioner Field, supported by Commissioner Skiver, approved attendance to the conference if expenses remained at or below $2,000.00.  The motion carried unanimously.

Proposed ACOP Changes

No action occurred on this item at this time.

Approve FY 2005 Energy Audit

As discussed at a previous meeting, Director Cousino reported that he had solicited quotations for the completion of an energy audit.  Mr. Cousino presented the quotations received and recommended the Board approve a quote at this meeting.  Commissioner Field moved to approve a quote from James E. Childs and Associates.  Commissioner Skiver supported the motion and the motion carried unanimously.

Approve FY 2005 Operating Budget

Director Cousino presented the proposed FY 2005 Operating Budget for approval.  Commissioner Field, supported by Commissioner Skiver, moved to approve the FY 2005 Operating Budget.  The motion carried unanimously.

Adjournment

Meeting adjourned at 1:12 p.m. 

Respectfully submitted, 

Michelle Loren, Administrative Assistant
Hillsdale Housing Commission