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 April 05, 2007

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, April 05, 2007, and was called to order at 12:18 p.m. by President Doty.

Roll Call

Additions to Agenda

No additions to the agenda were presented.

Minutes – Regular Meeting, March 01, 2007

Commissioner Field, supported by Commissioner MacRitchie, moved to accept the minutes of the regular meeting held March 01, 2007, as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

No Commission business was presented.

Accounts Payable Report/Bills

Bills in the amount of $27,862.81 were presented for payment.  Following discussion, Commissioner Batt, supported by Vice President Hudson, moved to accept the accounts payable report and pay the bills as presented.  The motion carried unanimously.

Maintenance Supervisor’s Report

Maintenance Supervisor Mark Rich presented a written report.  Following discussion, Commissioner MacRitchie moved to accept the Maintenance Supervisor’s Report as presented.  The motion was supported by Vice President Hudson and carried unanimously.

Executive Director’s Report

Funds Transfer Policy

Director Cousino reported that a regional director’s group reviewing PHA policies had recently examined the Hillsdale Housing Commission’s Funds Transfer Policy and determined that modifications were unnecessary.  Commissioners concurred with Mr. Cousino’s recommendations. 

Vice President Hudson and Commissioner Batt recommended that annual approval to transfer payroll tax funds should be included as an agenda item at the Commission’s annual meeting.  Following discussion, Vice President Hudson, supported by Commissioner Batt, moved to approve electronic tax transfers from the meeting date (04/05/2007) to the annual meeting date.  The motion carried unanimously.

Bank Account Signature Card

Mr. Cousino distributed a signature card to authorize signatories for Commission accounts at Flagstar Bank.

Commissioner Orientation

Brief discussion was held regarding scheduling of a Commissioner orientation.  Following discussion, Commissioners requested that Mr. Cousino attempt to schedule this meeting via e-mail.  Mr. Cousino stated that he would send an e-mail to members mid-month.

PA System

Director Cousino provided rough estimates for the purchase of a public address system for Commission meetings.  Following discussion, Commissioners agreed to discuss this item at a future meeting.

FY 2007 Subsidy – 2^nd – 3^rd Quarters

Mr. Cousino reported receipt of a notice detailing the 2^nd and 3^rd quarter subsidy allocation for the Commission.  Mr. Cousino reported that, although overall funding levels were still below eligibility levels, HUD had allocated roughly 10% more operating subsidy (totaling more than $10K) than previously anticipated. 

Grant Reports

CFP 2006 – Additional Funding

Mr. Cousino reported receipt of a message indicating that the Hillsdale Housing Commission was eligible for additional CFP 2006 funding, in the amount of $1,788, and stated his intention to file for these additional funds upon release.

Unfinished Business

Resolution #HHC 2007- 17 – Accepting MOA Monthly Report 9 of 12, 04/2007

Commissioner Field, supported by Commissioner MacRitchie, moved to adopt Resolution #HHC 2007-17.  The motion carried unanimously.

Draft Records Retention and Disposition Policy

No action occurred on this item.  Mr. Cousino reported that the draft policy had been posted according to Commission action at the last regular monthly meeting, but thirty days had not passed since posting, so no action could occur.

New Business

Resolution #HHC 2007-19 – Accepting FY 2006 Audit

Director Cousino distributed copies of the Commission’s recently completed FY 2006 Audit Report.  Commissioners requested additional information and clarification of several audit items, including Code of Federal Register (CFR) citations/regulations and explanations of the “Sundry” budget line item. 

Following additional discussion, Commissioner Field, supported by Vice President Hudson, moved to authorize Director Cousino to contract with the auditor to present audit details to the board.  The motion carried unanimously. 

Vice President Hudson, supported by Commissioner Batt, moved to adopt Resolution #HHC 2007-19 and accept the audit report as presented.  The motion carried unanimously.

Adjournment

Commissioner Batt, supported by Commissioner MacRitchie, moved to adjourn.  The motion carried unanimously, and the meeting adjourned at 01:16 p.m.