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 July 02, 2003

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, July 03, 2003 , and was called to order at 12:15 p.m. by President Karri Doty.

Roll Call

Additions to Agenda

There were no additions to the agenda.

Annual Meeting

Annual Election of Officers

Commissioner Field moved to elect the Board’s current slate of officers in toto.  Commissioner Eames supported the motion, which carried unanimously.

By-Laws

Director Cousino recommended no change in the Commission By-Laws at the current time.  The Board agreed unanimously with Mr. Cousino’s recommendation and no changes were made.

Minutes - Regular Meeting June 05, 2003

Commissioner Field, supported by Vice president Vear, moved to accept the minutes of the regular meeting held on June 05, 2003 as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

HARA Nomination Committee

Hilltop Apartments Resident Association (HARA) President Betty Blair (205) reported that the Hilltop Apartments Residents’ Association was in the process of selecting a Nominating Committee for HARA elections scheduled for July, 2004.  Ms. Blair reported that they had not been successful at recruiting volunteers, but would continue seeking a group to stand as a committee.

Rummage/Bake Sale

HARA President Betty Blair (205), reported that a rummage/bake sale was being planned for September 12^th and 13^th, 2003.  Ms. Blair reported that volunteers were needed to help with planning, set-up and operation of the sale. 

Accounts Payable Report/Bills

Bills in the amount of $20,860.19 were presented for payment.  Commissioner Eames, 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 that there were two unit turnovers currently in process.

Payphone Revenue

Mr. Piper reported that the pay telephone at Hilltop Apartments had generated $2.10 in revenue since the last regular meeting.

Antenna

Mr. Piper reported that the antenna system upgrades had been completed and the system was functioning but still needed adjustment.  Mr. Piper stated that he was working with the installation contractor to complete the adjustments.

Fire Alarm Upgrade

Mr. Piper reported that a fire alarm upgrades discussed at the last regular meeting had been completed.

Annual Inspections

Mr. Piper reported that annual inspections at Hilltop Apartments had been completed.  Mr. Piper stated that no major problems were found, but reported that  six fire extinguishers required service.

Cycle Painting

Mr. Piper reported that scheduled cycle painting of occupied units had begun according to the schedule.

Parking Lot

Mr. Piper previously reported that the residents’ parking lot at Hilltop Apartments was due for seal coating this year.  Commissioners had previously requested that Mr. Piper obtain bids on the cost for this service.  Mr. Piper reported that was working to obtain the bids and that they would be presented for Commission review upon receipt.

Window Washing

Mr. Piper reported that he and Maintenance Person Luann Lehman had completed exterior window washing at Hilltop Apartments.

Truck Repair

Mr. Piper reported that the repairs to the Hilltop Apartments utility truck, approved by Commission action at a previous meeting, had been satisfactorily completed.

Executive Director’s Report  

Flagstar Bank – Master Signature Document

Executive Director Alton Cousino distributed a Master Signature document for Flagstar Bank.  Mr. Cousino stated that although this had been completed at the last regular meeting, signatures had been made in incorrect places and requested correction with this document.  Commissioners and Mr. Cousino executed the Master Signature Document.

Annual Utility Study

Director Cousino provided each Commissioner with a copy of the Annual Utility Study for Hilltop Apartments.  Mr. Cousino reported that the study showed a substantial increase in cost per unit, and indicated that there had been a nominal increase in consumption during the previous fiscal year.  Following discussion, Commissioner Eames, supported by Commissioner Field, moved to accept the report with the addition of the actual read to the report.  The motion carried unanimously.

Small Agency Deregulation – Final Rule

Director Cousino reported that HUD had released a Final Deregulation rule for small PHAs.  Mr. Cousino reported that the ruling made the following changes:

1.      Defined “small PHAs” as PHAs with fewer than 250 public housing units, regardless of the number of units under other housing programs.

2.      Changed the PHAS PHA grading system from an annual basis to once every two years.

3.      Changed the Annual Plan system to a Bi-Annual Plan (once every two years).  

Mr. Cousino stated that these changes were effective immediately and stated his opinion that they may prove to be beneficial to the Commission.

PHAS 2.0 Rescinded

Director Cousino reported that HUD had rescinded a proposed PHAS scoring system, and stated that he felt the rescinded system was severe and punitive.  Mr. Cousino also stated that although the existing system was also flawed, he was pleased that HUD had rescinded adoption and implementation of the proposed system.

Community Service Reinstatement

Director Cousino reported that HUD had reinstated the Community Service component of the Housing Reform Act of 1998.  Mr. Cousino reported that this component requires all public housing residents to perform eight hours per month community service and will be effective July 31, 2003 .  Mr. Cousino reported that there would be residents who would be exempt from this requirement, including those that were 62 years of age or older, handicapped/disabled, and those who were employed at least 30 hours per week.   Those who were not exempted must perform community service or their Dwelling Lease was to be terminated at the next annual recertification.

  Mr. Cousino stated that residents could be given choices as to the service they perform and the PHA can suggest agencies in need of volunteers.

  Mr. Cousino also reported that the PHA must offer administrative relief to residents who have a grievance regarding this requirement and stated that public hearings are to be held regarding residents seeking exemption outside of the stated definitions.  Mr. Cousino recommended, and the Board agreed, that these hearings should be established as part of the monthly regular meetings.

Fiber Optic Connection

Director Cousino reported that a fiber optic connection that had previously been approved by Commission action had been completed in June, 2003.  Mr. Cousino stated that a necessary part was currently on order which, when installed, will complete the Internet connection.  

Mr. Cousino reported that the approved cost, based on the quote received, was $4,000.00 and that the actual cost for connection was $6,167.23.  Mr. Cousino recommended the Board approve the increase of $2,167.23.  Mr. Cousino stated his opinion that payback of the initial investment would probably be received in a year or two.  Commissioner Eames recommended that the final bill be presented upon receipt and that Director Cousino speak with Mr. Kelley regarding the increase before the Board authorized final approval for payment.  Mr. Cousino stated he would contact Mr. Kelley and present findings at an upcoming meeting.

NAHRO “Monitor” Publication

As had been previously discussed, Mr. Cousino reported that the NAHRO Monitor publication was available to board members in the office.

Open Meetings Act

Following a discussion regarding wage reviews being held in a public forum at a previous meeting, Commissioners requested copies of the Michigan Open Meetings Act.  Director Cousino distributed copies of the Open Meetings Act to the Commissioners at this meeting as well as excerpts from several articles found on the Web, which outline suits brought against public boards and commissions under the Act.  Mr. Cousino stated that he sympathized with those Commissioners who do not agree with the discussion of wages in a public forum. However, he stated his opinion that there was basically no way around it.  Mr. Cousino inquired as to whether had specific questions to relate to Commission’s attorney regarding this issue, and Commissioners did not present inquiries.  Mr. Cousino suggested that Commissioners request that State Legislators be contacted to change certain portions of the Act and Commissioners responded that no such action was necessary at the present time.

Waiting List Database

Director Cousino reported that was continuing to work on a waiting list database which may be incorporated into the Commission’s HDS property management software.  Mr. Cousino reported that he had been unable to complete coding by 2003 fiscal year end due to the complexity of the problem.  He stated that he anticipated completion within the next few months.

  Director Cousino reported that he was scheduled to take a class in Microsoft Access in September, which should help him in this process of coding.

Continuum Update

Director Cousino presented a report on the status of the Hillsdale County Housing Continuum of Care.  Mr. Cousino reported that the Continuum had received two ongoing grants for emergency shelter and transitional housing.  Mr. Cousino reported that the Continuum had also recently received an additional grant for life skills for independent living for runaway and homeless youth in Hillsdale County .  Mr. Cousino further reported that the Continuum was applying for a rural homelessness grant to assist the homeless with housing outside of the municipal area.  Mr. Cousino commented that these programs are in effect largely due to the efforts of Patrice Hudson, Executive Director of the Hillsdale/Branch County/St. Joe Community Action Agency, who serves as Chairperson of the Continuum. 

Grant Reports

CFP 2003

Director Cousino reported that HUD had indirectly indicated that they were withholding 2003 Capital Fund Program (CFP) funding until Federal Fiscal Year 2004, in essence skipping a year.  Mr. Cousino reported that he had received e-mail from NAHRO informing members that NAHRO, PHADA, and CLPHA had presenting a formal inquiry into the funding release delay.  Mr. Cousino reported the receipt of an e-mail from the Detroit office of HUD indicating that CFP funds would be scheduled for release prior the end of the Federal Fiscal Year ( 09/30/2003 ).  Mr. Cousino stated that application would be made for these funds upon receipt of funding award letters.

Reports of Committees and Subcommittees

There were no reports by committees or subcommittees.

Unfinished Business

Housekeeping Practices for Smoking Residents

As had been previously discussed, Mr. Cousino reported that the Commission’s legal counsel was researching whether the Commission could require washing apartment walls and/or ceilings for those residents who smoke.  Mr. Cousino stated that the attorney had not completed research on this item and therefore no action needed to be taken at that time.  Vice president Vear, supported by Commissioner Skiver, moved to table this matter until the attorney’s recommendation has been received and Director Cousino has consulted with the MHDA board.  The motion to table this matter carried unanimously.

Employee Medical Coverage

As previously requested, President Doty presented a spreadsheet detailing a comparison of benefits between the existing employee medical coverage and a proposed medical coverage package.  Director Cousino stated that he had requested a list of dental benefits from the prospective carrier, but the information received had not been complete.  Mr. Cousino stated that he would contact the provider to get the information needed and ford this information to President Doty for further review and comparison.  Because the Commission did not plan to meet in August, and any potential change would have to be made by August 30^th, permission was granted by the Board for President Doty and Director Cousino to make the final decision on whether coverage would be changed based on the information obtained.

Resolution #HHC 2004-03 – ACOP Modifications – Zero-Income Certification

As previously discussed, Mr. Cousino reported that HUD had implemented a zero-income certification for residents and applicants who claim less than $100.00 income per month.  Mr. Cousino reported that the proposed change to the Commission’s existing Admissions and Continued Occupancy Policies (ACOP) had been posted for public comment for more than 30 days, and reported that no comments had been received.  Vice president Vear moved to adopt the Zero Income Certification into the Hillsdale Housing Commission’s existing Admissions and Continued Occupancy Policies.  Commissioner Field supported the motion and the motion carried unanimously.

Resolution #HHC 2004-05 – ACOP Modifications – Optional Exclusions

Director Cousino reported that, as discussed previously, HUD and other agency groups had suggested that PHAs who previously implemented “optional deductions” for working families rescind these exclusions.  Mr. Cousino explained that, under these exclusions, families received a partial reduction in rent for expenses such as withholding taxes, medical insurance, and other costs associated with working.  It is recommended that these exclusions be rescinded primarily because HUD would reduce PHA operating subsidy if these provisions were retained.

  As had been discussed at a previous meeting, Hilltop Apartments had one tenant who would be affected by this change.  At that meeting, the Board recommended that Mr. Cousino contact the Detroit HUD office to see if the Commission could “grandfather” the existing tenant out of the proposed change in the ACOP.  Mr. Cousino reported contact with a HUD official who stated that this would probably be “providing accommodations for one tenant differently than others” and would therefore not comply with fair housing laws.  The HUD official recommend that the Commission rescind the optional exclusions clause, but to word the resolution in such a way that all future rent recertifications would be affected.  .

  Vice president Vear moved to adopt Resolution #HHC 2004-05, implementing this change.  Commissioner Eames supported the motion and the motion carried unanimously.

Resolution #HHC 2004-06 – Adopt Draft Passwords and User ID Policy

As was discussed previously, HUD wants all PHAs to adopt data security policies.  Mr. Cousino recommended that the Board adopt Resolution #HHC 2004-06 and implement the policies at this meeting.  Vice president Vear, supported by Commissioner Field, moved to adopt the resolution.  The motion carried unanimously.  

New Business

Resolution #HHC 2004-01 – Modification of Secretary’s Job Description/Increase Salary

Commissioner Field moved to adopt Resolution #HHC 2004-01, modifying the Commission’s Secretary’s Job description to accommodate the change in job title to Administrative Assistant.  This resolution was presented in response to the Commission’s fiscal year 2002 auditor’s recommendation that a separation of duties between the Executive Director and the Commission’s Secretary be implemented.   Commissioner Eames supported the motion.  The motion carried unanimously.

  Director Cousino recommended a salary increase of $1.00 per hour for Secretary Loren to coincide with the new additional duties defined in the Administrative Assistant’s Job Description.  Director Cousino provided the Commissioners with copies of Secretary/Administrative Assistant Wage studies; 2000 Michigan Housing Commission Wage Rate Study, City of Hillsdale Pay System , a wage comparison, and Michelle Loren’s Salary History.  Commissioner Field moved to implement a $1.00 per hour wage. increase.  Vice President Vear supported the motion.  Roll call vote: Aye, Field; No’s: Vear, Eames, Skiver.  The motion failed.

  After discussion it was agreed that an increase in wages was appropriate.  Vice president Vear suggested a 3% increase per hour and an increase in hours worked per week from 30 hours per week to 35 hours per week to accommodate for the additional time needed for the added duties involved in the Administrative Assistant’s Job Description.  Commissioner Field moved to approve a 3% increase in wages and an increase in work hours from 30 hours per week to 35 hours per week..  Commissioner Eames supported the motion.  The motion carried unanimously.

Resolution #HHC 2004-02 – Modify Capitalization Policy

Director Cousino presented a modification to the Commission’s existing Capitalization Policy to increase the amount of capitalized expenditures from $20 to $200 as had been recommended by the Commission’s FY 2002 auditing firm.  Vice president Vear, supported by Commissioner Field, moved to adopt Resolution #HHC 2004-02.  The motion carried unanimously.

Resolution #HHC 2004-04 – Annual Flat Rent Adjustment

Director Cousino presented Commissioners with a copy of the FY 2004 annual rent study, and reported that the average market rent had increased from $491 per month to $530 per month.  Commissioner Eames moved to adopt Resolution #HHC 2004-04, implementing these changes.  Vice president Vear supported the motion and the motion carried unanimously.

Resolution #HHC 2004-07 – Write off Nonrefundable Security Deposit

Director Cousino presented a resolution to write off the security deposit of a former resident and transfer the funds from the Commission’s Security Deposit bank account into the Operating Account.  Mr. Cousino reported that the Commission had been unsuccessful in locating the former resident via first-class mail according to the ACOP.  Vice president Vear, supported by Commissioner Eames, moved to adopt Resolution #HHC 2004-07.  The motion carried unanimously.

Adjournment

Vice president Vear, supported by Commissioner Field, moved to adjourn.  The motion carried unanimously and the meeting was adjourned at 1:30 p.m.  

Respectfully submitted,  

Michelle Loren, Secretary
Hillsdale Housing Commission