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 07, 2006

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, September 07, 2006, and was called to order at 12:15 p.m. by President Doty.

Roll Call

Additions to Agenda

There were no additions to the Agenda as presented.

Minutes

Regular Meeting, August 03, 2006

Special Meeting, August 14, 2006

Commissioner Field, supported by Commissioner Batt, moved to accept the minutes of the regular meeting held August 03, 2006 and special meeting held August 14, 2006, as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

General Comments Regarding Hilltop Apartments Resident

Several residents presented comments regarding a fellow Hilltop Apartments resident.  President Doty and Director Cousino recommended that residents presenting comments should contact appropriate authorities when necessary, so that the Commission has adequate documentation for legal presentation.  Comments were also presented regarding a variety of other topics.

Accounts Payable Report/Bills

Bills in the amount of $27,888.31 were presented for payment.  Commissioner Batt, 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 Mark Rich presented a written report.

Elevator Repairs

Mr. Rich reported receipt of an estimate from the Commission’s Hilltop Apartments elevator contractor to replace ageing mechanical control systems with solid-state transistorized components and presented his opinion that such repairs would be necessary in the near future.  Director Cousino stated that recent repair invoices totaled over $4,500, and supported Mr. Rich’s suggestions to obtain additional quotes for replacement.  Commissioners agreed to discuss this item following receipt of additional bids.

Balcony Repairs

Supervisor Rich presented a quotation to affect repairs to the balcony of Hilltop Apartments, as discussed at a previous meeting.  Following discussion, Commissioner Batt, supported by Commissioner Field, moved to accept the quotation and approve the repairs as specified.  The motion carried unanimously. 

Executive Director’s Report

Operations

 President Doty requested that the monthly operations report include data on evictions in processing.

Continuum of Care 10-Year Plan

Director Cousino reported that the Hillsdale County Housing Continuum of Care had recently completed its draft 10-year plan and that the document was available for review.

Retroactive City Benefits

Mr. Cousino distributed photocopies of an e-mail message from a representative of the City of Hillsdale, stating that the Commission owed retroactive benefit payments.  Mr. Cousino recommended a meeting with City officials regarding this invoice. 

Grant Reports

CFP 2007

Mr. Cousino reported the receipt of the Commission’s FY 2007 CFP grant funds, and reported that the funds had been allocated more that thirty days in advance of federal budget deadlines.

Unfinished Business

Resolution #HHC 2007-05 – Pet Policy Modification – Remove Cat Licensure Requirement

Mr. Cousino reported that notice of the Commission’s intent to modify its existing Pet Policy to remove a clause requiring cats to be licensed had been posted for more that thirty days for public comment.  Mr. Cousino stated that no comments had been received and therefore the resolution could be adopted.  Commissioner Batt, supported by Commissioner Field, moved to adopt Resolution #HHC 2007-05 as presented.  The motion carried unanimously.

Resolution #HHC 2007-06 – Accepting MOA Monthly Report 2 of 12, 09/2006

Director Cousino reported that the Commission’s fee accountant, contracted to prepare monthly reports, was in the process of compiling the report and that other federal deadlines had prevented the timely preparation of this report.  Following brief discussion, Commissioners agreed to meet at 10:00 a.m. on Wednesday, September 13, 2006 to review and accept this report.

Emergency On-Call Response System

President Doty requested that Mr. Cousino modify the Commission’s existing Monitor Job Description for the potential hiring of a resident to serve in this capacity.  Mr. Cousino agreed to modify the description and stated that it would be presented to board members on completion.

City Telephone System

Mr. Cousino provided Commissioners with a photocopy of a quote to replace existing telephone service with City-supplied services.  Following brief discussion, Director Cousino recommended that the Commission take no additional action on this item until receipt of additional quotations for elevator repairs.  Commissioners agreed to discuss this item following receipt of additional elevator repair quotations.

FY 2005 Audit Finding Closeout

Mr. Cousino distributed a photocopy of a letter from the Detroit office of HUD, documenting the Commission’s successful closeout of a finding from the annual audit for FY 2005.

New Business

Computer Network Autonomy

Mr. Cousino reported that recent modifications to the Commission’s connection to the City’s network had necessitated that IT contractors install Commission network nodes on its own network, and therefore Commission computers were no longer on the City’s network.  Mr. Cousino stated that he was continuing to work with contractors to complete necessary repairs.  President Doty inquired as to whether the Commission was limited to using the City’s network contractors, and Mr. Cousino stated that he would research this issue.  Mr. Cousino also stated that these actions necessitated disabling existing e-mail systems and enabling new ones, which he anticipated to occur in the near future.

PHAS 2006 RASS Score

Director Cousino distributed photocopies of the Commission’s FY 2006 Public Housing Assessment System (PHAS) Resident Assessment Subsystem (RASS), score, an informal survey sent to a percentage of the Commission’s residents.  Mr. Cousino presented his opinion that the Commission had scored quite well, despite recent staff reductions.

Resolution #HHC 2007-04 – PHAS 2006 MASS Submission

Director Cousino provided Commissioners with a photocopy of the Commission’s FY 2006 PHAS Management Assessment Subsystem (MASS) submission, recently electronically submitted to HUD.  Following discussion, Commissioner Batt, supported by Commissioner Field, moved to adopt Resolution #HHC 2007-04 and accept the MASS report as submitted.  The motion carried unanimously.

Community Service Requirement

Mr. Cousino requested that the Commission rescind earlier board action to suspend Community Service requirements contained in the Commission’s existing Admissions and Continued Occupancy Policies [doc] and Dwelling Lease.  Following discussion, Commissioner Batt, supported by Commissioner Field, moved to rescind the suspension of Community Service requirements.  The motion carried unanimously.

Adjournment

Commissioner Batt, supported by Commissioner Field, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 01:30 PM.