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 June 02, 2005

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, June 02, 2005, and was called to order at 12:10 p.m. by Vice president Vear.

Roll Call

Additions to Agenda

There were no additions to the agenda.

Minutes

Regular Meeting, April 07, 2005

Minutes of the regular meeting held April 07, 2005 were not presented.  Director Cousino stated his intention to include these minutes in the next board packet.

Closed Session Minutes, April 07, 2005

Commissioner Field, supported by Commissioner Eames, moved to accept the minutes of the closed session held on April 07, 2005, as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Resident Inquiry – Housekeeping

Ken Murphy (306) presented an inquiry regarding Hilltop Apartments residents voluntarily performing a portion of the housekeeping duties previously performed by staff, recently reduced due to financial constraints.  Mr. Murphy inquired into using Commission equipment and supplies.  Director Cousino and Commissioners replied that doing so could potentially be defined as “employing” those residents and therefore would force the Commission to observe mandated wage rates, increase liability and worker’s compensation coverage, and potentially expose the Commission to additional liability.  Following discussion, residents stated their intention to provide these services with their own equipment and supplies.

HARA Report

Vice president Vear presented an inquiry regarding the Hilltop Apartments Resident’s Association (HARA), as to whether any action was occurring to re-form a panel of officers.  Former officers stated that there had been no action on this item.

Accounts Payable Report/Bills

Bills in the amount of $39,691.22 were presented for payment.  Following discussion, 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

Maintenance Supervisor Paul Piper presented a written report.  Following review, the following items were discussed:

Window Washing

Mr. Piper stated that he had received updated quotations for annual exterior window washing, as previously requested by board members, and presented estimates for the completion of this service.  Board members requested that any final decision on this topic be delayed until after the start of the next fiscal year, on July 01, to document that scheduled additional funding was available, prior to final action on this item. 

Annual Generator Service Contract

Mr. Piper reported receipt of quotations for annual generator service.  Commissioner Hudson inquired as to whether Mr. Piper had verified references for a new bidder.  Following discussion, Commissioner Hudson, supported by Commissioner Eames, moved to accept the lowest qualified, pending results of reference verification.  The motion carried unanimously.

Cycle Painting

In further cost-containment efforts, Mr. Piper presented a suggestion that the Commission consider a one-time, one year delay in the Commission’s cycle painting schedule (and to adjust the balance of the schedule accordingly).  Following discussion, Director Cousino recommended that this item be discussed following the commencement of the next fiscal year, July 01, 2005, to ensure that a scheduled subsidy increase actually occurs as scheduled.  Commissioners concurred with Mr. Cousino’s recommendations.

Executive Director’s Report

Fiduciary Issues

Director Cousino and board members held general discussion regarding the Commission’s financial crisis.  Mr. Cousino reported that he had recently discussed this item with the Commission’s fee accountant.  Mr. Cousino stated that the accountant agreed that the Hillsdale Housing Commission was reducing costs as recommended and that no additional cost-saving measures were necessary at the current time.  However, Mr. Cousino cautioned Commissioners that HUD’s Real Estate Assessment Center (REAC) may still list the Commission’s financial status as “troubled,” resulting in additional monitoring/reporting during the next year.  Mr. Cousino then expressed cautious optimism regarding the Commission’s upcoming fiscal year, barring additional funding cutbacks from HUD or Congress. 

Mr. Cousino further stated that it had been necessary to transfer funds from the Commission’s existing DART account into the operating account during the previous month to cover expenses.  Mr. Cousino stated that the accountant had presented an opinion that this action should not cause audit difficulties, as long as funds were replaced by FYE 06/30/2005.  

Finally, Mr. Cousino responded to board member comments that continuing monthly verbal reports at the meeting could potentially be upsetting to tenants and asked whether Commissioners preferred presentation of this data to a committee instead.  Commissioners recommended that Mr. Cousino continue to present the information verbally, but without editorialization.

Annual Meeting

Mr. Cousino stated that the Commission’s next regularly scheduled meeting, July 07, 2005, would be the Commission’s annual meeting and asked for any recommendations to change the By-Laws.  Commissioners presented no recommendations.  Mr. Cousino stated that election of officers was scheduled to occur at the annual meeting.

MSU Affordable Housing Forum

Mr. Cousino reported receipt of literature describing an upcoming affordable housing forum, hosted by Michigan State University, and asked if Commissioners were interested in attending.  Following discussion, Commissioners Vear and Hudson stated their intention to attend with Mr. Cousino.

Draft HUD Operating Fund Rule

Director Cousino provided Commissioners with literature describing the manner in which HUD was attempting to bypass Negotiated Rulemaking regulations, established by Congress, in crafting revisions to operating fund subsidy schedules.  Brief discussion ensued.  Director Cousino stated that he had been in contact with a legislative aide with Senator Stabenow’s office, and that the aide had stated that the Senator was aware of this matter.

Disposition of Obsolete PC

Director Cousino stated that employee Paul Piper had requested purchase of an obsolete Commission-owned PC.  Mr. Cousino stated that, due to obsolescence, the PC was no longer listed on the Commission’s inventory and recommended disposition for the specified amount of $25.  Commissioner Eames, supported by Commissioner Hudson, moved to dispose of the PC to Mr. Piper for $25.  The motion carried unanimously.

Grant Reports

No grant reports were presented.

Reports of Committees and Subcommittees

There were no reports of committees or subcommittees.

Unfinished Business

CFR Regulations – Over-Income Families

Director Cousino presented data regarding the number of families who would have had to move, had the Commission previously adopted recent legislation allowing PHAs to terminate leases of over-income families.  Mr. Cousino stated that no families would have been affected for more than the previous decade.  Commissioners requested that the Executive Director reintroduce this topic at a later date if a sufficient number of families were in residence that would be affected.

Resolution #HHC 2005-08 – Modification of MR&U Charge Policy

Director Cousino stated that a draft Maintenance, Repair and Utility Charge Policy had been posted for more than thirty days public comment, and stated that no comments had been received.  Commissioner Hudson, supported by Commissioner Eames, moved to adopt Resolution #HHC 2005-08 and modify the policy as presented.  The motion carried unanimously. 

Resolution #HHC 2005-12 – ACOP FHEO Modifications

Director Cousino stated that a draft revision to the Commission’s existing Admissions and Continued Occupancy Polices had been posted for more than thirty days comment, and that no pubic comment had been received.  Mr. Cousino stated that the modification had been requested by HUD’s office of Fair Housing.  Following brief discussion, Commissioner Field, supported by Commission Eames, moved to adopt Resolution #HHC 2005-12 as presented.  The motion carried unanimously.

New Business

HHC Staffing Positions/Office Hours

Due to recent cutbacks in office staff, Director Cousino requested permission to close the Commission’s business office in the afternoon when necessary, possibly on a temporary basis.  Mr. Cousino stated that the Commission’s existing personnel policies indicated that the Executive Director specified office hours, but requested Commission direction on this item.  Following brief discussion, Commissioner Hudson, supported by Commissioner Eames, moved to close the Commission’s business office in the afternoons when deemed necessary by the Executive Director, and to review the impact this action on Commission business at the regularly scheduled meeting in July, 2005.  The motion carried unanimously.

MERS – Employer Contribution Rate Change

Director Cousino reported receipt of correspondence from the Municipal Employees’ Retirement System (MERS), indicating an employer contribution increase from 6.41% of the employee’s gross wages to 8.18%, effective 07/01/2005.  Mr. Cousino stated that this increase resulted in an employer contribution that was nearly triple that of the employees’ contribution.  Following discussion, Commissioners requested that Mr. Cousino make contact with City of Hillsdale officials to document the ever-increasing cost of the employers’ contribution, and in an attempt to determine if discontinuance of this pension program were possible.  Mr. Cousino stated his intention to request that a City official responsible for administering MERS attend the next regularly scheduled meeting, in July 2005, if possible.

Annual Apartment Inspection Bids

Director Cousino reported the receipt of annual apartment inspection bids, and stated that, despite the Commission’s current financial difficulties, contracting the annual inspection was possible.  Maintenance Supervisor Piper and Vice president Vear both expressed doubts about the necessity of such a contract, and discussion followed.  Following discussion, board members requested that staff perform annual inspections according to HUD specifications rather than execute a contract. 

Resolution #HHC 2005-13 – Personnel Policy Modifications

Director Cousino provided Commissioners with modifications to the Commission’s existing Personnel Policy to implement changes specified during the Commission’s last regularly schedule meeting.  Commissioner Field, supported by Commissioner Hudson, moved to adopt Resolution #HHC 2005-13 as presented.

Resolution #HHC 2005-11 – Annual Flat Rent Schedule

Director Cousino provided board members with a recently completed Annual Rent Market Study for fiscal year 2006, and Resolution #HHC 2005-11, implementing the new flat rent schedule.  Following discussion, Commissioner Eames, supported by Commissioner Field, moved to adopt Resolution #HHC 2005-11 as presented.

Adjournment

The meeting adjourned at 01:53 p.m.

 Respectfully submitted, 

Alton D. Cousino III, PHM
Executive Director, Hillsdale Housing Commission