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 01, 2005

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, September 01, 2005, and was called to order at 12:10 p.m. by President Doty.

Roll Call

Additions to Agenda

There were no additions to the Agenda as presented.

Minutes - Regular Meeting, July 07, 2005

Vice president Hudson, supported by Commissioner Vear, moved to accept the minutes of the regular meeting held July 07, 2005, as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Hall Cleaning

Hilltop Apartments resident Ella Asaro (311) presented her opinion that hallways had not been vacuumed.  Maintenance Supervisor Paul Piper and Executive Director Alton Cousino reported that the hallways had been vacuumed and stated that board members had toured the building prior to the meeting.  Mr. Cousino stated that maintenance staff would continue to monitor the status of hallways.

Pest Control Contract

Ella Asaro (311) presented her opinion that the Commission needed to contract for pest control services.  Mr. Piper and Mr. Cousino reported that the Hilltop Apartments building had never been without a pest control contract during the past 13 years and stated that a new contractor’s service plan made it unnecessary to enter each apartment every month.  Mr. Piper reiterated that residents experiencing pest control problems should contact management, who would in turn contact the pest control service. 

Commissioners inquired as to whether residents had been informed of this procedural change.  Mr. Piper replied that a memo had been sent to all residents at contract execution, but stated that he would send an additional memo in the near future.

Employee Parking Lot

Hilltop Apartments residents Tom and Ruth Pauken reported that unknown persons had been parking in the employee parking lot during weekends and in the evening.  Mr. Cousino stated that “no parking” signs would be ordered for this area, but recommended that residents affected by this action should call 9-1-1.

HARA Report

No HARA report was presented.  Former HARA officers reported that group’s dissolution during the Commission’s July, 2005 meeting.

Accounts Payable Report/Bills

Bills in the amount of $26,063.93 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

Maintenance Supervisor Paul Piper presented a written report.

Elevator Valve Replacement

Mr. Piper reported that a replacement valve had been ordered for the Hilltop Apartments elevator, and that the installation contractor was waiting for a state permit for installation in the near future.  After brief discussion, Commissioners recommended that Mr. Cousino contact elected representatives if a delay should occur in the receipt of the permit.

Snow Guards

Mr. Piper reported receipt of information regarding roof-based “snow guards,” designed to limit snow buildup on the office/community room roofs at Hilltop Apartments, and reported his initial estimate of $1,000 for these devices.  Following discussion, Commissioner Vear, supported by Commissioner Field, moved to purchase snow guard devices for the affected roofs, the price not to exceed $1,000.  The motion carried unanimously.

Executive Director’s Report

HHC Fiduciary Issues

FYE 06/30/2005

Director Cousino provided data regarding unaudited FYE 06/30/2005 final balances and stated that, through concise cost-cutting measures, the Commission had completed the year better than anticipated.  Mr. Cousino reiterated his opinion that the Commission may be deemed “financially troubled” by HUD, but stated that year-end figures appeared to indicate a stronger fiscal position than previously projected.   Mr. Cousino stated that Commissioner Vear and President Doty’s assistance during cost-cutting planning sessions had been critical to the process, and again thanked them for their help.

AEL/Subsidy Calculation Overview

Discussion ensued regarding literature previously distributed by Mr. Cousino, providing a brief overview of Allowable Expense Level (AEL) and Subsidy calculations.  Following brief discussion, Commissioners instructed Mr. Cousino to incorporate this material into an upcoming Commissioner Orientation program.

Draft Budget Estimates

Commissioner Eames inquired as to the status of financial reports, previously presented at meetings.  Mr. Cousino stated that, while he had received these reports, prepared by the Commission’s fee accountant, he was unsure whether board members wanted them included as meeting materials, since final federal budget allocations had not yet occurred and therefore budgetary estimates were only preliminary estimates.  Mr. Cousino stated that he would distribute previously received reports for presentation at future meetings.  Mr. Cousino stated his intention to continue providing these reports as a part of routine meeting materials.

NAHRO Member Challenge

Mr. Cousino reported receipt of literature describing an initiative to increase membership by the National Association of Housing and Redevelopment Officials (NAHRO) and inquired as to whether Commissioners were interested in Commission-sponsored membership.  Mr. Cousino reported that the Commission currently enrolled the Executive Director and the Hillsdale Housing Commission Agency as NAHRO members, but could also enroll board members.  Following discussion, Commissioners requested that Mr. Cousino enroll President Doty.

FY 2005 PHA Plan

Director Cousino distributed photocopies of recently received correspondence from the Detroit office of HUD, approving the Commission’s 2005 Annual Plan/2006-2010 Five-Year Plan.  Mr. Cousino stated that the letter indicated that minor modifications to the Plans as submitted were necessary, and that those modifications had been completed upon receipt of the letter.

Utility Bill Budget Payment Plans

Director Cousino presented an inquiry as to whether Commissioners were interested in implementing budget payment plans for utility bills and stated his opinion that such plans may have been helpful during the Commission’s recent financial pinch.  Following brief discussion, Commissioners instructed Mr. Cousino to enroll in the budget plans specified.

Congressional Letter to HUD Re: Proposed Operating Fund

Director Cousino distributed photocopies of a letter from the U.S. Congress to HUD Secretary Jackson, requesting that HUD withdraw a recently published rule regarding operating fund reallocation.  Mr. Cousino indicated that this correspondence represented the third time that HUD attempted to bypass a congressionally mandated negotiated rulemaking committee. 

Following discussion, Mr. Cousino presented a request that board members contact their elected representatives regarding this issue.  Commissioner Vear recommended that Mr. Cousino draft a letter for submission and present it to the board at a later date.

NAHRO Fall Conference

Director Cousino reported the receipt of literature describing an upcoming NAHRO conference and stated that, due to the Commission’s slightly improved financial condition, funds were available to attend this training.  Mr. Cousino requested approval for attendance, as this was a non-scheduled budgetary item.  Commissioner Field, supported by Commissioner Vear, moved to approve Mr. Cousino’s attendance.  The motion carried unanimously.

Security Deposit Rent Proration Appeal Letter

Mr. Cousino reported receipt of correspondence for the refund of a prorated security deposit from a former resident of Hilltop Apartments.  Following discussion, Commissioner Vear, supported by Commissioner Eames, moved to waive existing policy and refund the security deposit balance.  Roll call vote: Hudson, yes; Eames, yes, Vear, yes, Field, no, Doty, no.  The motion carried 3-2.

Hillsdale County Food Banks

Director Cousino stated that agencies administering food banks in Hillsdale County were reporting difficulty securing enough resources for distribution.  Mr. Cousino stated that he would accept donations and deliver them to the food banks.

Grant Reports

CFP 2005

No action occurred on this item.

Reports of Committees and Subcommittees

There were no reports from committees or subcommittees.

Unfinished Business

Commissioner Orientation

Director Cousino inquired as to whether Commissioners wished to schedule an orientation program for the near future, or following appointment of a board member should Commissioner Vear be unavailable for reappointment.  Commissioners recommended that this item be scheduled to follow the upcoming appointment, scheduled for November, 2005.

Resolution #HHC 2006-02 – Supporting PHADA Rent Reform Initiative

Mr. Cousino distributed literature describing an initiative by the Public Housing Authorities Director’s Association (PHADA) to simplify subsidized housing rental calculation procedures.  Following discussion, Commissioner Eames, supported by Vice president Hudson, moved to adopt Resolution #HHC 2006-02, in support of this initiative.  The motion carried unanimously.

Fair Housing Review – Negotiations under Voluntary Cooperation Agreement

Director Cousino distributed photocopies of correspondence recently received from the Detroit office of Fair Housing, requiring the Hillsdale Housing Commission to enter into negotiations under a “Voluntary Cooperation Agreement.”  Mr. Cousino stated that the required response had been sent to the Fair Housing Office and also provided board members with a photocopy of this document.

Resolution #HHC 2006-3 – Adoption of Draft UIV/EIV Policy

Mr. Cousino reported that a draft UIV/EIV Policy, intended to document the Commission’s data protection, retention, and destruction procedures, had been posted for more than thirty days’ public comment.  Mr. Cousino reported that no comments had been received.  Commissioner Field, supported by Commissioner Vear, moved to adopt Resolution #HHC 2006-3, adopting the draft UIV/EIV Policy, as presented.  The motion carried unanimously.

MERS Adjustments

Director Cousino requested direction on whether Commissioners wished to increase employee pension contributions, which could potentially reduce Commission contributions, as discussed in a previous meeting.  Following discussion, Commissioners requested that Mr. Cousino contact a representative from MERS in an attempt to obtain written recommendations regarding proposed modifications.

New Business

Resolution #HHC 2006-01 – PHAS 2005 Certification

Commissioner Vear, supported by Commissioner Eames, moved to adopt Resolution #HHC 2006-01, accepting the Commission’s Public Housing Assessment System (PHAS) 2005 certification.  The motion carried unanimously.  Director Cousino reported that data required by the system had been entered into HUD’s online computerized systems.

City of Hillsdale Insurance Premiums – Retroactive Increases

Director Cousino distributed correspondence from the City of Hillsdale, indicating that the Commission owed the City for insurance premiums that had increased and accrued without the Commission’s knowledge.  Following discussion, Commissioners requested that Mr. Cousino contact a representative from the City of Hillsdale and invite them to an upcoming meeting to discuss this item.

Congressional PHA Subsidy Allocation Testimony

Director Cousino stated that he had received an invitation from PHA consortia and industry groups to present Congressional testimony concerning subsidy allocation difficulties for small rural PHAs, and reported that he had presented his deposition in response to the request.  Following brief discussion, Commissioner Vear, supported by Vice president Hudson, moved to reimburse Mr. Cousino for out-of-pocket expenses for providing testimony.  The motion carried unanimously.

Small Town Success Conference

Vice president Hudson described an upcoming conference to be held on the topic of small town successes and moved that Director Cousino attend.  The motion was supported by Commissioner Field and carried unanimously.  Ms. Hudson and President Doty also stated their intention to attend, representing their professional agencies.

Adjournment

Vice president Hudson, supported by Commissioner Vear, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 01:18 p.m. 

Respectfully submitted, 

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