Hillsdale Housing Commission
45 N. West Street Ť Hillsdale, MI 49242
Phone: (517) 439-1210 Ť Fax: (517) 439-9577 Ť E-mail: mail@hillsdalehousing.org
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| Minutes - Regular Meeting April 07, 2005 Call to OrderThe regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, April, 07, 2005, and was called to order at 12:15 p.m. by President Doty. Roll Call
Additions to AgendaThere were no additions to the agenda. Public Hearing – FY 2006 Annual Plan/2006-2010 5-Year PlanDirector Cousino reported that the Commission’s draft FY 2006 Annual Plan/2006-2010 5-Year Plan had been posted at the Library, City Hall, and Commission offices, requesting public comment. Mr. Cousino reported that staff had recently met with the Hilltop Apartments Residents Advisory Board, and that no modifications to the draft plan had been requested by any party. Mr. Cousino also reported that public notice of the posting of the proposed plan had been published in the Hillsdale Daily News. President Doty asked for any comments prior to adoption of the Plan. No comments were presented. Commissioner Field, supported by Vice president Vear, moved to adopt the FY 2006 Annual Plan/2006-2010 5-Year Plan as presented. The motion carried unanimously. Minutes - Regular Meeting, February 03, 2005Vice president Vear moved to accept the minutes of the regular meeting held on February 03, 2005, as presented. The motion was supported by Commissioner Field and carried unanimously. Residents and Visitors with Commission BusinessOffensive OdorMarlene Donihue (203) stated that she had observed an offensive odor apparently emanating from another apartment on her floor. Board members requested that Ms. Donihue present this information to management. HARA ReportNo HARA report was presented. Accounts Payable Report/BillsBills in the amount of $68,843.98 were presented for payment. Vice president Vear, supported by Commissioner Field, moved to accept the accounts payable report and pay the bills as submitted. The motion carried unanimously. Maintenance Supervisor’s ReportUPCS Inspection TrainingMaintenance Supervisor Paul Piper stated that he had recently cancelled his participation in a scheduled UPCS training, due to the Housing Commission’s financial constraints. Elevator RepairsMr. Piper reported that the Hilltop Apartments elevator had recently received several repairs and stated that more repairs were necessary to ensure continued operation. Mr. Piper and Mr. Cousino reported that, although the recent repairs allowed the elevator to operate safely, funding was necessary to provide additional repairs in the future. Executive Director’s Report
5-Year Budgetary Freeze RecommendationsDirector Cousino provided Commissioners with a copy of a recent e-mail document describing the Bush Administration’s recommendations to “freeze” the domestic spending budget for the next five years, including funding for PHAs. Mr. Cousino presented his opinion that such action could prove financially perilous for the Hillsdale Housing Commission. HHC Fiduciary IssuesDirector Cousino reported that, as previously discussed, the Commission was facing a severe financial crisis and recommended staff cutbacks through the crisis period. Mr. Cousino stated that he had worked extensively with President Doty and Vice president Vear on these issues and recommended the termination of Maintenance Person Luanne Lehman in an attempt to survive the financial crisis. Ms. Lehman requested a closed-session meeting to discuss this item. Commissioner Field, supported by Vice president Vear, moved to enter a closed session to discuss this item. Roll call vote: Field, yes; Vear, yes; Doty, yes; Eames, absent, Hudson, absent. The motion carried 3-0 and the meeting adjourned to closed session at 12:42 p.m. The meeting re-adjourned at 01:17 p.m. Termination of Maintenance Person’s PositionVice president Vear, supported by Commissioner Field, moved to terminate, with regret, the Maintenance Person’s position at Hilltop Apartments, the termination date effective upon available finances. Roll call vote: Field, Yes; Vear, Yes; Doty, Yes, Eames, absent; Hudson, absent. The motion carried 3-0. Commissioners and staff praised Ms. Lehman’s work and expressed their regret that such a change was necessary due to reduced funding. Medical Insurance Coverage ChangeCommissioner Field, supported by Vice president Vear, moved to modify the Commission’s existing medical coverage plan so that spouses and/or dependents of employees who have medical insurance available elsewhere would not be offered coverage through the Hillsdale Housing Commission. Roll call vote: Field, Yes; Vear, Yes; Doty, Yes, Eames, absent; Hudson, absent. The motion carried 3-0. Medical Insurance Waiver ChangeVice president Vear, supported by Commissioner Field, moved to modify the Commission’s existing policy of reimbursing employees who refuse medical coverage fifty percent (50%) of the premium the Commission would have paid, to fifty percent (50%) of the single coverage rate. Roll call vote: Field, Yes; Vear, Yes; Doty, Yes, Eames, absent; Hudson, absent. The motion carried 3-0. Discontinuance of Monitor WagesCommissioner Field, supported by Vice president Vear, moved to immediately discontinue payment of wages to employees receiving on-call pay. Roll call vote: Field, Yes; Vear, Yes; Doty, Yes, Eames, absent; Hudson, absent. The motion carried 3-0. Additional Cost-Saving MeasuresBoard members and staff discussed additional potential cost-saving measures, including implementation of a “budget plan” payment system for utilities, requesting a waiver of the FY 2005 PILOT from the City, and waste removal contracts. Commissioners requested that Director Cousino present board members with an updated Personnel Policy containing the changes listed above, and Mr. Cousino expressed his intention to provide a modified policy at the Commission’s next regularly scheduled meeting. Director Cousino expressed his deep gratitude to Ms. Lehman and to President Doty and Vice president Vear for all their work on this item. Mr. Cousino stated that all decisions had been very difficult to make, but that he hoped such actions would ensure the continued survival of the Hillsdale Housing Commission. Grant ReportsNo grant reports were presented. Reports of Committees and SubcommitteesThere were no reports from committees or subcommittees. Unfinished BusinessCFR Regulations – Over Income FamiliesNo action occurred on this item. In-House PaintingVice president Vear presented discussion on whether Maintenance Supervisor Paul Piper could paint vacant apartments, instead of contracting this service as the Commission had previously done. Mr. Piper agreed to paint vacant units, and Mr. Cousino reported that such work was apparently not subject to Federal labor wage standards according to a recent Department of Labor circular. Discussion ensued regarding cycle painting, with both Mr. Piper and Mr. Cousino expressing doubts as to whether maintenance staff performing such services would be cost effective. Commissioners agreed to discuss this item following initiation of the Commission’s next fiscal year, July 01, 2005. New BusinessFHEO Policy Waiver Request – Unit Transfer Fee WaiverDirector Cousino provided Commissioners with photocopies of a letter from the Detroit office of Fair Housing, requesting that the Commission consider waiving a unit transfer fee for an elderly resident. Following discussion, Vice president Vear, supported by Commissioner Field, moved to waive this fee as requested. The motion carried unanimously. Reasonable Accommodations Request - BathtubDirector Cousino stated that the Commission had received an additional request to remove the bathtub in a non-handicapped unit, as previously discussed. Following discussion, Commissioners requested that Mr. Cousino work with the Hillsdale County Senior Services Center in an attempt to determine if funds were available to implement an alternative system that may meet the resident’s need. Reasonable Accommodations Request – Flashing IntercomDirector Cousino provided Commissioners with photocopies of a letter from the Detroit office of Fair Housing, requesting that the Commission consider absorbing the cost of installation of a flashing intercom system for a resident with a hearing disability. Following discussion, Vice president Vear, supported by Commissioner Field, moved to waive this fee as requested. The motion carried unanimously. HUD PHA Housing Training ProgramDirector Cousino provided Commissioners with literature describing upcoming HUD training programs held throughout the country. Commissioners requested that Mr. Cousino present this information again following initiation of the Commission’s next fiscal year, to determine if adequate funding was available for attendance. FY 2004 Utility Study – Modification of MR&U Charge PolicyDirector Cousino provided Commissioners with a copy of a recently completed Annual Air Conditioner Excess Utility Charge Study and a modified Maintenance Repair and Utility Charge Policy to implement these changes. Board members requested that Mr. Cousino post the proposed policy for public comment. Resolution #HHC 2005-07 – Supporting Assisted Housing DevelopmentVice president Vear, supported by Commissioner Field, moved to adopt Resolution #HHC 2005-07, supporting assisted housing development. The motion carried unanimously. Resolution #HHC 2005-09 – Approving FY 2004 Audit ReportDirector Cousino provided Commissioners with copies of the Commission’s recently completed FY 2004 Audit Report. Following discussion, Vice president Vear, supported by Commissioner Field, moved to adopt Resolution #HHC 2005-09 and accept the FY 2004 Audit Report as submitted. The motion carried unanimously. Resolution #HHC 2005-10 – Approval of FY 2006 Operating BudgetDirector Cousino provided Commissioners with a copy of the Commission’s FY 2006 operating budget. Vice president Vear, supported by Commissioner Field, moved to adopt Resolution #HHC 2005-10, and accept the FY 2006 Operating Budget as submitted. The motion carried unanimously. AdjournmentCommissioner Field moved to adjourn. The motion was supported by Vice President Vear, carried unanimously, and the meeting adjourned at 01:47 pm. Respectfully submitted, Alton D. Cousino III, PHM | |||||||||||||||||||||||||||||||||||
