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 12/07/2006 Call to OrderThe regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, December 07, 2006, and was called to order at 12:05 p.m. by Vice President Hudson. Roll Call
Additions to AgendaNo additions to the agenda were presented. MinutesRegular Meeting, October 05, 2006Special Meeting, November 14, 2006Commissioner Field, supported by Vice President Hudson, moved to accept the minutes of the regular meeting held October 05, 2006 and special meeting held November 14, 2006, as presented. The motion carried unanimously. Residents and Visitors with Commission BusinessNo business was presented by residents or visitors. Accounts Payable Report/BillsBills in the amount of $36,881.06 were presented for payment. Commissioner Batt, supported by Vice President Hudson, moved to accept the Accounts Payable Report and pay the bills as presented. Maintenance Supervisor’s ReportWritten ReportMaintenance Supervisor Mark Rich presented a written report. Executive Director’s Report
Time Study/Part-Time Office HelpDirector Cousino presented a graph representing a time study requested by Commissioners during an earlier meeting, intended to document the need for a part-time administrative employee. Following brief discussion, President Doty appointed Commissioner Batt and Vice President Hudson to a subcommittee to review this item with Director Cousino and present recommendations at a later date. Records StorageDirector Cousino reported the need to secure old Commission records according to federal privacy guidelines and reported that storage space for these records was becoming quite cramped. Mr. Cousino stated that he had submitted a draft Records Retention and Disposition Policy to his regional housing group for review and comment prior to any action on this item, in order to determine the amount of secure storage required. Mr. Cousino also reported that Maintenance Supervisor Mark Rich had recommended an acceptable secure storage solution. HHC VacancyMr. Cousino reported that City Manager Tim Vagle had appointed John MacRitchie to fill the vacant position left by retired Commissioner Eames. FY 2006 Annual Plan SubmissionDirector Cousino distributed a letter from the Detroit office of HUD, approving the submission of the 2006 Annual Plan. Mr. Cousino reported that a total of seven submissions had been required prior to approval. Data Security ArticleMr. Cousino reported that an article he had written, PHA Data Security and You, had been published in HUD’s statewide newsletter. Hilltop Apartments Christmas ActivitiesDirector Cousino discussed upcoming activities for residents of Hilltop Apartments, and stated his intention to use DART funds for these activities. Commissioners concurred with Mr. Cousino’s recommendations. Grant ReportsNo action occurred on this item. Unfinished BusinessResolution #HHC 2007-09 – Accepting MOA Monthly Report 5 of 12, 12/2006Commissioner Field, supported by Vice President Hudson, moved to adopt Resolution #HHC 2007-09, accepting the MOA Monthly Report 5 of 12. The motion carried unanimously. City/BPU Telephone System QuotationDirector Cousino presented a previously received proposal to connect Commission’s telephones to the City’s network, potentially saving the Commission telephone charges. Following brief discussion, Commissioners requested that Mr. Cousino assemble a return-on-investment estimate prior to further action. Mr. Cousino stated that he would present the estimate at a later date. Retroactive Benefits BalancesMr. Cousino stated that he had worked with City officials Michelle Loren and Bonnie Tew to document that previously submitted invoices for retroactive employee benefits were not due as presented. New BusinessPFS Operating Subsidy Proration, FY 2007Director Cousino distributed a document detailing operating system funds proration for fiscal year 2007. Mr. Cousino stated that previous estimates had indicated proration percentages as low as 78%, but indicated that the official documentation listed the proration as 86.02% of eligible subsidy. Hilltop Apartments Monitor Job DescriptionMr. Cousino presented a draft Monitor Job Description policy, modified as requested by board members during a previous meeting. Commissioners reviewed the draft policy and recommended additional modifications, including the inclusion of a sentence indicating that the position was contracted, not an employee of the Commission. Mr. Cousino stated he would make the requested modifications and present at a later date. Records Retention and Disposition PolicyNo action occurred on this item. Mr. Cousino stated that scheduling conflicts had prevented him from discussing a draft Records Retention and Disposition Policy among colleagues at a regional monthly meeting, but that he intended to meet with them for discussion and critique near the end of January, 2007. Approval of FY 2006 Audit ProposalDirector Cousino reported receipts of three proposals for the performance of an audit for the Commission’s FY 2006 fiscal year. Following discussion, Vice President Hudson, supported by Commissioner Batt, moved to accept the proposal from John Dipiero, PC. The motion carried unanimously. Resolution #HHC 2007-10 – Honoring Retired Commissioner EamesCommissioner Field, supported by Commissioner Batt, moved to adopt Resolution #HHC 2007-10, honoring retired Commissioner Eames. The motion carried unanimously. Resolution #HHC 2007-08 – Annual Utility StudyMr. Cousino distributed copies of the Commission’s recently completed 2006 Annual Utility Study report and a modified Maintenance, Repair and Utility Charges Policy, adopting changes as specified in the study. Following discussion, Vice President Hudson, supported by Commissioner Batt, moved to adopt Resolution #HHC 2007-08, accepting the 2006 Annual Utility Study and modifying the Commission’s existing Maintenance, Repair and Utility Charges Policy as specified. The motion carried unanimously. AdjournmentPresident Doty declared the meeting adjourned at 01:17 p.m.
| ||||||||||||||||||||||||||||||||||||||||||||||||||
