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, December 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, December 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, October 06, 2005

Commissioner Field, supported by Commissioner Eames, moved to accept the minutes of the regular meeting held October 06, 2005 as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Tenant Water Shutoff Key

Hilltop Apartments resident Ella Asaro (311) asked whether Hilltop Apartments residents could obtain keys to apartment water shutoff valves due to a recent maintenance emergency.  Following discussion, Commissioners and staff indicated that they considered a similar emergency requiring such a key unlikely, so therefore a shutoff key would be unnecessary.

Accounts Payable Report/Bills

Bills in the amount of $34,914.48 were presented for payment.  Commissioner Eames, supported by Commissioner Field, moved to accept the Accounts Payable Report and pay the bills as presented.  President Doty asked Director Cousino to work with a contractor providing office coverage, regarding whether the person would rather receive a 1099 as a contractor, or if they wished to appear on the Commission’s payroll.

Maintenance Supervisor’s Report

Written Report

Maintenance Supervisor Paul Piper presented a written report.  Commissioner Field, supported by Commissioner Eames, moved to accept the Maintenance Supervisor’s Report as presented.  The motion carried unanimously.

Executive Director’s Report

HUD Final Rule – Transition to PHA Calendar Year

Director Cousino reported that HUD had recently published a Final Rule detailing HUD’s transition to a fiscal calendar year, and provided budget documents to implement this change for the Commission.  Following discussion, Commissioner Eames, supported by Commissioner Field, moved to accept the budget resolution as presented.  The motion carried unanimously.

Coldwater Housing Choice Voucher Program

Director Cousino reported that the nearby Coldwater Housing Commission was planning to absorb seven Housing Choice Vouchers (HCVs) from an apartment community in the Hillsdale Housing Commission’s jurisdiction.  Mr. Cousino stated the Hillsdale Housing Commission was not eligible to participate in this program as there was no existing HCV program administered.  Mr. Cousino expressed his intent to accompany Coldwater Housing Commission Executive Director Cathy Gordon to an upcoming City Council meeting, where they would seek public comment for this action.  Director Cousino invited Commissioners to attend the City Council meeting.

Retroactive City Benefits Reconciliation

Director Cousino reported discussions with the Commission’s accountant regarding an outstanding retroactive balance for health insurance and other benefit costs provided by the City of Hillsdale from prior benefit years.  Mr. Cousino stated that the accountant had agreed that the costs appeared excessive and had stated that a breakdown per employee/month was necessary to assign costs in the proper categories.  Mr. Cousino stated that he would work with a representative from the City to document the balances.  Commissioner Eames volunteered to accompany Mr. Cousino to a meeting with the City representative, if one should become necessary.  Mr. Cousino stated that he would provide additional information as it became available, but recommended continuing monthly payments on the retroactive balance.

Assisted Housing Legislative Initiative

Mr. Cousino reported attendance at a recent meeting with State Representatives Caswell and Eammons and several other PHAs regarding implementation of legislation to fund healthcare and other assisted services in public housing.  Mr. Cousino stated that Representative Caswell had requested additional information and that he would work with other PHAs in order to obtain the data.

“Budget” Utility Bill Payments

Mr. Cousino presented discussion regarding recent Commission action to enroll in a “budget” utility bill program wherein monthly utility payments are based on an annual monthly average.  Mr. Cousino reported that the Commission’s accountant, who tracked and reported these expenditures, had questioned whether the Commission could enroll in this plan, as PHAs were required to report actual per-month cost and consumption.  Mr. Cousino stated that he would present additional recommendations upon receipt.

FHEO Negotiation Meeting

Mr. Cousino reported that he had recently attended a meeting with the Detroit office of Fair Housing and Equal Opportunity (FHEO) in order to initiate negotiation documents intended to resolve issues from a FHEO review eighteen months earlier.  Mr. Cousino stated that the FHEO office had removed a number of items from the draft report, but that the FHEO official had stated that the Regional FHEO office would have to approve their removal.  Commissioners requested that a list of original findings be compiled, along with a list of items removed.

Supportive Housing Vouchers

Mr. Cousino reported that the Hillsdale County Community Action Agency (CAA) had applied for five supportive Housing Choice Vouchers in its jurisdiction, for applicants that PHAs have traditionally been unable to house.

Hilltop Apartments Resident Christmas Party

Director Cousino reported that the Commission had over $5,000 in it’s discretionary DART account, and inquired as to whether Commissioners were interested in using a portion of these funds to finance a Christmas party for Hilltop Apartments residents.  Following discussion, Commissioners approved these expenditures.

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

MERS Adjustments

Mr. Cousino provided board members with photocopies of the Michigan law which states that only the municipality may withdraw from the MERS retirement system, and then only after passage on a ballot by voters of the City.  Discussion also ensued regarding potentially changing employer/employee contributions.

Commissioner Orientation

Director Cousino reported that the Upper Peninsula Housing Organization (UPHO) was holding Commissioner/Director training in the near future.  Mr. Cousino reported that he requested authorization to attend the conference in order to incorporate formal training information into the Commission’s draft presentation.  Commissioners expressed consent for this training, and Mr. Cousino indicated that orientation would follow appointment of a new board member.

New Business

Resolution #HHC 2006-04 – Honoring Retired Commissioner Vear

Commissioner Eames, supported by Commissioner Field, moved to adopt Resolution #HHC 2006-04, honoring recently retired Commissioner Vear.  The motion carried unanimously.

Resolution #HHC 2006-05 – By Laws Revision – Committees and Subcommittees Agenda Item

Mr. Cousino reported that he had recently obtained City Council approval for revision of the Commission’s existing By-Laws, in order to remove the “Reports of Committees and Subcommittees” agenda item.  Following discussion, Commissioner Eames, supported by Commissioner Field, moved to adopt Resolution #HHC 2006-05 as presented and amend the Commission’s existing By-Laws as specified.  The motion carried unanimously.

Approval and Award of FY 2005 Audit Contract

Director Cousino reported that he had received several responses to a Request for Proposal (RFP) for performance of the Commission’s FY 2005 audit.  Following brief review, Commissioner Eames, supported by Commissioner Field, moved to approve the bid from Sailor, Khan Company.  The motion carried unanimously.

Adjournment

Commissioner Eames moved to adjourn.  The motion was supported by Commissioner Field and carried unanimously.  The meeting adjourned at 01:20 p.m. 

Respectfully submitted,

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