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 October 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, October 02, 2003, and was called to order at 12:10 p.m. by President Karri Doty.

Roll Call

Additions to Agenda

There were no additions to the agenda.

Minutes - Regular Meeting September 04, 2003

Commissioner Field, supported by Commissioner Eames, moved to accept the minutes of the regular meeting held on September 04, 2003 as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

HARA Bake/Rummage Sale

Hilltop Apartments Residents Association (HARA) President Betty Blair (205) reported that a Bake/Rummage Sale held on September 12^th and 13^th had been a success.  Ms. Blair expressed her thanks to Maintenance Supervisor Paul Piper and Maintenance Person Luann Lehman for their help setting up the Community Room for the sale.

Accounts Payable Report/Bills

Bills in the amount of $36,616.96 were presented for payment.  Commissioner Eames, 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

Unit Turnovers

Maintenance Supervisor Paul Piper reported that there were no unit turnovers during the month of September, as there had been no vacancies.

Hilltop Apartments Pond

Mr. Piper reported that he and Maintenance Person Luann Lehman would be winterizing the pond at Hilltop Apartments in the near future.

Resident Parking Lot

Mr. Piper reported that repairs and seal coating of the resident parking lot had been completed, and reported that the cost of the services was under the amount budgeted.

Antenna

Mr. Piper reported that he has been speaking with a representative from Advanced Media Services concerning the possibility of subscribing to a satellite system for television service for residents of Hilltop Apartments.  Mr. Piper stated that he had obtained financial information and had been comparing the current antenna system to the cost of subscribing to a satellite system.  Mr. Piper stated that additional information would be presented to the Commission for discussion upon completion of research.

Landscaping

Mr. Piper reported that he researched the cost of removal, replacement and possible carving of a maple tree at the main entrance of Hilltop Apartments.  As had been discussed at a previous meeting, Mr. Piper recommended removal of the tree due to a large amount of debris deposited by the tree.  Mr. Piper presented his opinion that the tree was causing a lot of extra work for maintenance staff.  Mr. Piper reported the breakdown for the cost of the removal/replacement as follows:

 Residents in attendance expressed opposition to removal of the tree.  Commissioners requested that a survey be sent to Hilltop Apartments residents in an attempt to determine residents’ opinions on this issue.  Commissioners requested survey results at a special meeting be scheduled in the near future. Commissioners agreed to meet on Friday, October 17, 2003 at 2:00 p.m., to discuss this issue and other items.

Executive Director’s Report

City Fiber Optic Connection

Executive Director Alton Cousino reported that he had invited Wes Kelley, Assistant Director of the Hillsdale Board of Public Utilities to the meeting to discuss additional costs for the installation of fiber optic cable at Commission’s offices.  Mr. Cousino reported that, due to a prior commitment, Mr. Kelley was not able to attend the meeting. 

Mr. Cousino recommended that the Commission pay the $4,000 originally approved for the installation and withhold the balance until the Commission has an opportunity to speak with Mr. Kelley.  Commissioner Eames moved to release the previously approved $4,000, pending release of the Commission’s FY 2003 CFP funds and requested to speak with Mr. Kelley at a special meeting before paying the balance.  Commissioner Skiver supported the motion and the motion carried unanimously.

HUD Survey – Housing Commission Autonomy

Director Cousino reported the receipt of a survey from the Detroit office of HUD regarding the Commission’s level of autonomy from the City of Hillsdale.  Mr. Cousino stated that he completed the survey and enclosed a letter explaining his opinion that this action would not be in the best interest of the Hillsdale Housing Commission as its relationship with the City had been beneficial.   Mr. Cousino distributed copies of the completed survey and letter to the Commissioners for review.

MERS Pension Distribution Reallocation

Mr. Cousino reported that the Michigan Employee’s Retirement System, the pension administrator for both the City of Hillsdale and the Hillsdale Housing Commission, had recently reallocated pension benefits for all divisions of the Plan.  Mr. Cousino stated that the City’s plan was over-funded and that since the Housing Commission was included in the total, no previous employer contribution had been required. 

Mr. Cousino explained that now that divisions had been separated, the Commission’s balance indicated an under-funding of this account by approximately 20%.  Mr. Cousino reported that he had requested a spot on the City Council Meeting Agenda for November 3, 2003 to request an actuarial from MERS in order to further review the reallocation of the pension funds.  Mr. Cousino stated he would also follow up with Kay Freese from the City; perhaps invite her and/or a MERS representative to meet with the Commission for a discussion on this topic.  Commissioner Eames then suggested that Mr. Cousino also research the possibility of the Commission paying into its own Pension Plan.

Grant Reports

CFP 2003

Director Cousino reported that CFP 2003 funds had been allocated but that PHAs were still awaiting the release of the funds, originally scheduled for release September 30, 2003.

CF 2004

Mr. Cousino reported that no final decision has been made on CFP 2004 by Congress.

Reports of Committees and Subcommittees

There were no reports by committees or subcommittees.

Unfinished Business

Maintenance Person Salary Schedule

Mr. Cousino reported that the HUD Department of Labor Relations Specialist working on a salary schedule for the Commission had retired since the Commission’s inquiry concerning this matter.  Mr. Cousino stated that the case had been reassigned to a new Specialist and stated that he would keep the Board apprised as developments occur.

Resolution #2004-08 – PHAS 2003 MASS Certification

Mr. Cousino reported that, as discussed at a previous meeting, PHAs received notice from HUD that housing authorities’ annual grading system certification need only be completed once every two years.  Mr. Cousino stated that although the Hillsdale Housing Commission received certification for fiscal year 2002 and therefore did not need to be submitted for fiscal year 2003, a notice was received requesting the certification information information.  Mr. Cousino reported HUD’s assertion that although the certification must be submitted every year, the PHA will only be graded every two years.   

Director Cousino distributed copies of the PHAS Management Operations Certification for fiscal year 2003.  Commissioner Field, supported by Commissioner Skiver, moved to adopt Resolution #2004-08, accepting the FY 2004-08 MASS Certification.  The motion carried unanimously.

New Business

There was no New Business.

Adjournment

Commissioner Skiver, supported by Commissioner Eames, moved to adjourn.  The motion carried unanimously and at meeting was adjourned at 1:04 p.m. 

Respectfully submitted, 

Michelle Loren, Secretary
Hillsdale Housing Commission