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, March 01, 2007

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, March 01, 2007, and was called to order at 12:14 p.m. by President Doty.

Roll Call

Additions to Agenda

No additions to the agenda were presented.

Minutes - Regular Meeting – February 01, 2007

Commissioner Field, supported by Vice President Hudson, moved to accept the minutes of the regular meeting held February 01, 2007, as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Snow Removal

Ella Asaro (311) presented concerns regarding snow removal in the parking lot of Hilltop Apartments.  Director Cousino and Maintenance Supervisor Mark Rich reported that snow removal activities were being observed according to policy.  General discussion ensued.

Tenant Satisfaction

Paula Grubbs (414), a recent move-in to Hilltop Apartments, reported a high degree of tenant satisfaction.

Accounts Payable Report/Bills

Bills in the amount of $35,267.69 were presented for payment.  Vice President Hudson, supported by Commissioner MacRitchie, moved to accept the Accounts Payable Report and pay the bills as presented.  The motion carried unanimously. 

Commissioner MacRitchie inquired as to whether the Accounts Payable Report could be distributed to board members prior to the meeting date.  Mr. Cousino reported that the Commission had previously tried this distribution method, but that the monthly invoice receipts made early publication impractical.  Mr. Cousino agreed to include notes on known unusual invoices on an informal memo which normally accompanies board packets, when known in advance.

Maintenance Supervisor’s Report

Written Report

Maintenance Supervisor Mark Rich presented a written report

Snow Removal

General discussion ensued regarding snow removal from the parking lot at Hilltop Apartments.  Commissioners concluded that snow removal was occurring according to policy.

Executive Director’s Report 

Part-Time Office Help

Director Cousino distributed a revised position justification document for hiring a part-time administrative assistant.  Vice President Hudson presented her objections to a modification requested by other board members to include potential occasional housekeeping duties to the document.  Mr. Cousino and Mr. Rich stated their opinion that the likelihood of the assistant performing housekeeping duties was remote in the extreme, but that they felt it did no harm be included.  Following discussion, Commissioner MacRitchie, supported by Commissioner Field, moved to authorize the hiring of an administrative assistant.  Vote: Field, yes; MacRitchie, yes; Hudson, no.  The motion carried.  Mr. Cousino stated his intention to present a modified Administrative Assistant Job Description for potential adoption at a later date.

HUD’s FY 2008 Operating Budget

Director Cousino distributed literature regarding HUD’s submitted FY 2008 operating budget.  General discussion ensued.

Bi-Monthly Policy Review Meeting

Mr. Cousino reported attendance at bi-monthly policy review meetings.  Mr. Cousino stated that directors throughout south/central Michigan were meeting at the Ingham County Housing Commission to review and standardize policies among PHAs.  Director Cousino stated that he had submitted a new draft Record Retention and Disposition Policy for review and that he was currently compiling changes to the Credit Card Policy common to many PHAs.

NAHRO Spring Conference

Mr. Cousino reported that the Michigan Chapter of the National Association of Housing and Redevelopment Officials (NAHRO) spring conference was scheduled for Jackson, Michigan in April and invited Commissioners to attend.  Mr. Cousino stated that conference literature was available for interested board members.

FY 2006 Audit

Director Cousino reported that the Commission’s FY 2006 audit had occurred the previous week, and that the audit had been successful.  Mr. Cousino stated his intention to present the published audit for approval at the next scheduled regular monthly meeting.

Grant Reports

No action occurred on this item.

Unfinished Business

Resolution #HHC 2007-16 – Accepting MOA Monthly Report 8 of 12, 03/2007

Commissioner Field, supported by Commissioner MacRitchie, moved to adopt Resolution #2008-16, accepting MOA Monthly Report 8 of 12, 03/2007.  The motion carried unanimously.

Draft Records Retention and Disposition Policy

Mr. Cousino distributed a draft Records Retention and Disposition Policy.  Mr. Cousino stated that the policy had been submitted to a regional housing director’s group and had been accepted as presented.  Following discussion, Commissioner MacRitchie, supported by Commissioner Field, moved to post the draft Records Retention and Disposition Policy for 30 days public comment.  The motion carried unanimously.

FY 2007 Annual Plan

No action occurred on this item.  Director Cousino reported that the Commission’s draft FY 2007 Annual Plan had been made available for public comment at the library, City Hall, and on the Commission’s Web site.  Mr. Cousino stated that a public hearing was scheduled at the start of the next regularly scheduled monthly meeting, prior to adoption.

New Business

VAWA Policy

Director Cousino reported that HUD had recently mandated that PHAs adopt an anti-household violence policy, in response to recently enacted Violence Against Women Act (VAWA) legislation.  Mr. Cousino reported that an upcoming conference was specifically geared towards helping PHAs develop and implement PHA portions of the Act, and invited Commissioners to attend the conference.

Funds Transfer Policy

Mr. Cousino reported that the Commission’s FY 2006 auditor had mentioned a potential weakness in the Commission’s existing Funds Transfer Policy.  The auditor stated that many PHAs, including Hillsdale, had bank accounts in which funds could be transferred between accounts online.   Mr. Cousino reported the auditor’s recommendations to review the Commission’s Funds Transfer Policy to make sure that prior authorization was required to electronically transfer funds.  Mr. Cousino stated his intention to present the results of his research

Adjournment

Vice President Hudson, supported by Commissioner Field, moved to adjourn.  The motion carried unanimously, and the meeting adjourned at 01:05 p.m.