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 02, 2004

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, September 02, 2004, 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 August 05, 2004

Commissioner Field, supported by Commissioner Skiver, moved to accept the minutes of the August 05, 2004 meeting as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

HARA Report

HARA Treasurer Patsy Kurdzel (108) reported that the HARA Bake/Rummage Sale will be held on Friday and Saturday, September 17^th and 18^th, 2004.

Accounts Payable Report/Bills

Bills in the amount of $21,888.99 were presented for payment.  Commissioner Field, supported by Vice president Vear, 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 3 unit turnovers and 2 in progress for the month of August.

Refrigerator Installation

Mr. Piper reported that a side-by-side refrigerator had been installed in a handicapped unit as approved at the last regular meeting.

Hillsdale County Fair Parade Float

Maintenance Supervisor Piper reported that the float being built for entry in the Hillsdale County Fair Parade on Monday, September 27, 2004 is in its completion stages.

Window Washing

Mr. Piper reported that the window washing for this year has not yet been completed due to a full maintenance schedule, and stated that it is on the maintenance list of “things to do”.

Pest Control

Mr. Piper reported that the current pest control contract is up for renewal in November, 2004.  Mr. Piper reported that he had been obtaining bids from pest control companies and had received one quote so far.  Mr. Piper stated that he is researching new methods of pest control due to an ongoing problem that exists on the 4^th floor of the apartment building.  Mr. Piper stated that he would present the obtained quotes at the next regular meeting. 

Executive Director’s Report

Resident Volunteer

Director Cousino took this time to give recognition to resident Ella Asaro (311) for the newspaper article featuring her for her volunteer work at the St. Peter’s Free Clinic in Hillsdale held on Tuesday evenings at the St. Peter’s Episcopal Church.

Hatch Act Reminder

Director Cousino reported that he had received a copy of the Hatch Act during this election year.  Mr. Cousino distributed copies to the Commissioners for review and noted that while they are not affected by the act, it does apply to the staff of Hilltop Apartments.

Hillsdale Housing Commission Magnetic Signs

Director Cousino presented new Hillsdale Housing Commission magnetic signs to the Board.  Mr. Cousino stated that these signs are to be used for advertisement on the Hilltop Apartments utility truck.

Grant Reports

CFP 2004

Director Cousino reported he had received notice that CFP 2004 funds are anticipated to be available in mid-September. 

Reports of Committees and Subcommittees

There were no reports of committees and subcommittees.

Unfinished Business

Draft By-Laws – Removal for Absenteeism

Director Cousino reported that City Manager Tim Vagle has not yet responded regarding this item.  As discussed at the last regular meeting, Mr. Vagle had requested that he review this matter.  Director Cousino stated that he would follow-up with the City Manager regarding this item and report to the Board at the next regular meeting.

Proposed ACOP Changes

·        Resolution #HHC 2005-02 – Abolish Federal Preferences

Director Cousino reported that the draft change to the Hillsdale Housing Commission ACOP to abolish the federal housing preferences had been posted for more than 30 day and had received no public comment.  Mr. Cousino recommended the Board adopt Resolution #HHC 2005-02 at this meeting.  Vice president Terry Vear, supported by Commissioner Field, moved to adopt Resolution #HHC 2005-02.  The motion carried unanimously.

·        Applicant-completed Applications

Director Cousino reported that, as discussed at previous meetings, he plans to have the draft Applicant-completed Applications completed by late fall.  No action need be taken on this item at this time.

Silent Auction Items

Director Cousino asked the Board for approval to hold a silent auction at the end of the month.  A list of items to be sold was distributed to the Commissioners by Maintenance Supervisor Paul Piper.  The Board agreed to hold a silent auction in the near future.

Employee Health Insurance Waiver

Director Cousino reported that as discussed at the last meeting, legal counsel is currently researching this issue.  Mr. Cousino stated that due to its complexity, this item is still under review.  No action need be taken on this item at this time.

New Business

HUD Management Review Response Letter

Director Cousino distributed copies of the HUD Management Review Response Letter to board members for review and comment.  After discussion, it was decided to appoint a subcommittee to review and, if necessary, revise the letter before sending it to the Department of HUD.  President Karri Doty, Vice president Terry Vear and Executive Director Alton Cousino were appointed to serve on the subcommittee.  A date was set to meet for review of the letter.  The final letter will be presented at the next regular meeting. 

MHDA Commissioner Training

Director Cousino reported a Commissioner Training seminar is to be held on Mackinac Island in October.  Mr. Cousino asked that all interested commissioners attend this seminar.  President Doty and Vice president Vear stated they would be interested in attending the training seminar.

FY 2004 Audit Bid Award

Director Cousino reported that he had received quotations in response to the Request for Proposals for performing the FY 2004 PHA Audit.  Mr. Cousino presented the proposed amounts from various companies to the Board and recommended that the quotation for the lowest qualified bidder be approved at this meeting.  Vice president Vear moved to approve the quotation received from the Sailor Kahn firm not to exceed $2000.00.  Commissioner Skiver supported the motion and the motion carried unanimously.

HUD Correspondence – Community Service/Medicare Prescription Drug Cards

Director Cousino reported that, as discussed at the last meeting, a letter was sent to the Hillsdale Housing Commission’s HUD representative requesting clarification of implementation of Community Service and Medicare Prescription Drug Cards programs.  Mr. Cousino distributed copies of the letter to board members.  No action need be taken on this item at this meeting.

Adjournment

Vice president Vear, supported by Commissioner Field, moved to adjourn the meeting. The motion carried unanimously and the meeting was adjourned at 1:10 p.m.

Respectfully submitted, 

Michelle Loren, Administrative Assistant
Hillsdale Housing Commission