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 September 04, 2003

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, September 04, 2003 , and was called to order at 12:08 p.m. by President Karri Doty.

Roll Call

Additions to Agenda

There were no additions to the agenda.

Minutes - Regular Meeting July 02, 2003

Vice president Vear, supported by Commissioner Field, moved to accept the minutes of the regular meeting held on July 02, 2003 as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

HARA Bake/Rummage Sale

HARA President, Betty Blair (205), reported that the Hilltop Apartments Residents’ Association has scheduled a Bake/Rummage Sale for Friday and Saturday, September 12^th and 13^th, 2003. 

General Comments

Resident Betty Blair (205) expressed her gratitude to the Housing Commission for the Luau on August 29, 2003 .  Ms. Blair also thanked Maintenance Person Luann Lehman for all her help during the blackout on August 14, 2003 .

Accounts Payable Report/Bills

Bills in the amount of $52,829.51 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 3 unit turnovers for the month of August.

Antenna

Mr. Piper stated that there was nothing new to report on this item, but reported that work on the system was continuing.

Cycle Painting

Mr. Piper reported that ten units scheduled for cycle painting had been completed.  Mr. Piper also reported that he anticipated ten units for cycle painting during the next fiscal year.

Parking Lot

As requested during a previous meeting, Mr. Piper reported that he had received three bids for repairing and seal-coating the resident’s parking lot at Hilltop Apartments.  The lowest of the bids was from Osseo Asphalt & Sealcoat at $1,985.00.  M. Piper stated that repair to the employee/service parking lot also needed repair and anticipated an additional $200.00 for that repair.  Mr. Piper recommended approval of the bid from Osseo Asphalt & Seal Coat.  Vice president Vear moved to approve the parking lot repairs/seal-coating, the total not to exceed $2,200.00.  Commissioner Field supported the motion, which carried unanimously.

Tree Removal

Mr. Piper reported the need to remove a tree from the front of the property at Hilltop Apartments due to the ongoing mess it creates and because parts of the tree are starting to die.  Mr. Piper stated that he had been researching the cost of removal as well as the cost of a replacement tree and estimated the total cost of removal/replacement to be approximately $3,000.00.  No action was taken at this time,

Executive Director’s Report

City Fiber Optic Connection

As requested previously, Director Cousino reported that he had contacted Hillsdale Board of Public Utilities Assistant Director Wes Kelley regarding an increase in costs for installation of a fiber optic connection to the City’s telecommunications network.  Mr. Cousino reported that a letter of explanation had been received and provided copies for all Commissioners.  Mr. Cousino stated that he would ask Mr. Kelley if he might consider attending a meeting to discuss the matter with the Commission at a future meeting.

FY 2004 Appropriations Bill

Director Cousino reported that HUD has submitted the same budget amount for FY 2004 as FY 2003 (90% of eligible operating subsidy).  Mr. Cousino pointed out that HUD had previously promised that the 10% cut in 2003 was to be for the one year only but it appeared that HUD was attempting to implement the same cuts for FY 2004.  Mr. Cousino stated that this was just a draft bill, subject to revisions.

HHC Logo Denim Shirts

Director Cousino reported completion of research for denim logo shirts for the Housing Commission, as previously discussed.  Mr. Cousino reported receipt of a low bid of $32.00 per shirt from Cranberry Corners, including set-up fees, embroidery and shirts.  Mr. Cousino asked if Hillsdale Housing Commission DART funds could be used to pay for one shirt if the employee paid for one.  Commissioner Doty recommended that the Housing Commission pay for the shirts at no cost to the employees or Commissioners.  Commissioner Field moved to approve the purchase of embroidered logo shirts.  Vice president Vear supported the motion and the motion carried unanimously.

MHDA Fall Conference

Director Cousino reported that the MHDA Fall Conference would be held October 7^th, 8^th and 9^th, 2003 on Mackinac Island .  The featured speaker will be Dr. Dauwer, a well-respected expert in assisted housing.  Mr. Cousino stated that he and President Doty were scheduled to attend.  Because Vice president Vear was unable to attend, Director Cousino asked that Secretary Michelle Loren be permitted to attend the conference.  The Board agreed unanimously.

Sobig Virus

Director Cousino reported that although several PHAs had been severely infected with the Sobig Virus, none of the Housing Commission PCs had been infected.  Mr. Cousino stated that a problem with this virus brought to his attention the apparent lack of IT knowledge by other PHAs.  Mr. Cousino intends to speak on this topic at the fall conference.

Luau

Director Cousino reported that a Hawaiian Luau held at Hilltop Apartments on August 29^th had been a great success.  Mr. Cousino reported that nearly 50 residents, Vice president Vear, Commissioner Field, and guests attended.  Mr. Cousino reported that although the final cost was not available at that time, but stated that he believed it to be under $500.00.  Mr. Cousino thanked Maintenance Supervisor Paul Piper and Maintenance Person Luann Lehman for their time and effort in making the evening a success.  Commissioners also expressed appreciation for the staff’s efforts.

Maintenance Person Salary Schedule

Director Cousino reported that he had been contacted by a wage specialist at the HUD Department of Labor regarding the wages of Maintenance Person Luann Lehman.  Mr. Cousino reported that he had been informed that the wages set for the title “Maintenance Person” were under those set in the maintenance wage study.  Mr. Cousino was informed that the wage should be set at $11.79 per hr.  

Mr. Cousino explained that at the time of the title change from Housekeeper to Maintenance Person, Ms., Lehman received a $1.00 per hour increase.  Mr. Cousino stated that he was told that the retroactive wage increase must be reimbursed starting at the date of the approved title change and increase to present.  

Director Cousino stated his opinion that there were three approaches to this matter (other than paying the retro pay which was required):  

1.      The Commission could ask that Ms. Lehman continues to do maintenance work in addition to housekeeping with a pay increase ($11.79 per hour).

2.      The Commission could ask Ms. Lehman to track the hours worked under both Housekeeping and Maintenance and pay each according to HUD’s scale.

3.      The Commission could ask that Ms. Lehman do only housekeeping for the current set wages.  

Mr. Cousino recommended that the Board approve the retroactive pay required to be paid on the next pay period.  In addition, Vice president Vear recommended that the increase in wages be made effective as of this meeting and further research to be done regarding Ms. Lehman’s job description.  Ms. Vear specifically recommended that a wage survey be conducted for similarly-sized PHAs.

  Vice president Vear moved to pay the retroactive increase wage and increase the current wages to $11.79 per hour, pending further research into the matter.  Commissioner Field supported the motion and the motion carried unanimously.

Finance

Director Cousino reported that although the Housing Commission has been managing without having received CFP 2003 Funds, Mr. Cousino stated that it would probably be necessary to cash a CD if the funds do not arrive by September 30, 2003 .

Grant Reports

CFP 2003

Director Cousino reported that according correspondence received from HUD, CFP 2003 funds were scheduled for release by September 30, 2003 . 

PHAS 2003 

Director Cousino reported that he had received notification that although PHAS scores were now being considered every two years, PHAs must still certify each year.  Therefore, Mr. Cousino reported that he was in the process of compiling the necessary data for submission to HUD.

Reports of Committees and Subcommittees

There were no reports by committees or subcommittees.

Unfinished Business

Employee Medical Coverage

There was no new information to report concerning current and potential future employee medical coverage.  Commissioners agreed that research into this matter would continue and results would be discussed at a later date.

New Business

FY 2003 Audit Bids

Director Cousino reported that he had submitted five RFQs (Request for Qualifications) from various accounting firms in order to secure an auditor for the FY 2003 Annual Fiscal audit.  Mr. Cousino stated that he received four responses.  The lowest bid was $1,500.00 from Barry Gaudette of Gaudette & Company.  Mr. Cousino recommended the approval of the bid of $1, 500.00 from Gaudette & Company to perform the FY 2003 Annual Fiscal Audit.  Commissioner Field, supported by Commissioner Skiver, moved to accept the bid.  The motion carried unanimously.

Adjournment

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

Respectfully submitted,

Michelle Loren, Administrative Assistant
Hillsdale Housing Commission