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 October 05, 2006

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, October 05, 2006, and was called to order at 12:16 p.m. by President Doty.

Roll Call

Additions to Agenda

No additions to the agenda were presented.

Minutes

Regular Meeting, September 07, 2006

Special Meeting, September 13, 2006

Commissioner Field, supported by Commissioner Batt, moved to accept the minutes of the regular meeting held September 07, 2006 and special meeting held September 13, 2006, as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

Visitors presented no Commission business.

Accounts Payable Report/Bills

Bills in the amount of $16,698.60 were presented for payment.  Commissioner Eames, supported by Commissioner Batt, moved to accept the accounts payable report and pay the bills as presented.  The motion carried unanimously.

Maintenance Supervisor’s Report

Written Report

Maintenance Supervisor Mark Rich submitted a written report.  Following discussion, Commissioner Batt, supported by Commissioner Eames, moved to accept the Maintenance Supervisor’s Report as presented.  The motion carried unanimously.

Executive Director’s Report

Operations

Director Cousino reported that an “evictions” row had been added to the written operations portion of the Director’s Report presented to board members at the meeting but stated that this row would normally be zeroes, since court proceedings normally occurred prior to the meeting date each month.  Following discussion, President Doty requested that this item only appear on the report when an eviction had occurred or when one was pending. 

Mr. Cousino also stated his opinion that the Commission was experiencing fairly high vacancy loss, which he attributed to a lack of personnel in the management office.

HHC Appointment Memo

Director Cousino distributed copies of a memo circulated by City Manager Tim Vagle to Hilltop Apartments residents, indicating an upcoming vacancy on the Commission board, and indicating that the memo encouraged residents to apply.

FY 2005 Annual Plan

Director Cousino reported that he had recently completed the fifth submission of the Commission’s FY 2007 Annual Plan and provided board members with a copy of correspondence sent to the Detroit office of HUD.

Hillsdale County Fair Booth

Director Cousino reported that his recent representation of the PHA and Hilltop Apartments at the Hillsdale County Fair had been successful, and suggested that board members discuss purchasing a booth for next years, fair, potentially manned by Hilltop Apartments residents during the day.

Records Storage

Mr. Cousino reported his intention to introduce a draft Records Disposition Policy to a regional group of PHA directors, followed by a formal submission to the board for potential adoption at a later date.  Mr. Cousino stated that storage space was becoming problematic for records dating back to the PHA’s inception.  Mr. Cousino also stated that storage records be kept in a secure location.  General discussion ensued.

Continuing Network Difficulties

Mr. Cousino related several ongoing network problems and stated that he was working with a contractor to resolve these issues.

Grant Reports

CFP 2007

No action occurred on this item.  Mr. Cousino reported that all CFP 2007 had been drawn-down and expended.

Unfinished Business

Resolution #HHC 2007-07 – Accepting MOA Monthly Report 3 of 12, 10/2006

Director Cousino distributed copies of the Commission’s MOA Monthly Report 3 of 12, 10/2006, and stated that there did not appear to be a place on the form to report vastly improved PHAS financial scores.  Following discussion, Commission Eames, supported by Commissioner Batt, moved to adopt Resolution #HHC 2007-07 and submit the report to HUD.  Mr. Cousino also stated his intention to request that the Detroit office of HUD review the Commission’s financial documents.  Commissioners requested that the Commission’s contracted fee accountants review formulas contained in the report prior to submission.

Emergency On-Call Response System

Mr. Cousino distributed copies of a draft Monitor Job Description policy.  Board members made several recommendations for modifications and requested that Mr. Cousino and Mr. Rich proceed with hiring for this position.  Mr. Cousino and Mr. Rich introduced the selected resident to board members, and Mr. Cousino stated his intention to start this position prior to month-end.

City Telephone System

No action occurred on this item.  Director Cousino recommended that the board delay action until receipt of additional quotes for repair of the elevator at Hilltop Apartments.  Commissioners concurred with Mr. Cousino’s recommendation.

New Business

PHAS 2006 Scores

Director Cousino provided board members with a copy of the Commission’s FY 2006 PHAS scores.  Following extensive discussion, Commissioner Batt, supported by Commissioner Eames, moved to accept the PHAS Scoring Report as presented.  The motion carried unanimously.

Adjournment

Commissioner Batt, supported by Commissioner Eames, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 01:07 p.m.