Hillsdale Housing Commission
45 N. West Street Hillsdale, MI 49242
Phone: (517) 439-1210 Fax: (517) 439-9577 E-mail: mail@hillsdalehousing.org
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| Minutes - Regular Meeting Thursday, May 07, 2009 Call to OrderThe regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, May 07, 2009, and was called to order at 12:04 p.m. by President Patrice Martin. Roll Call
Additions to AgendaUnfinished Business Annual Board Calendar/Executive Director Annual EvaluationPresident Martin recommended amending the agenda as presented to include Annual Board Calendar under the Unfinished Business item. New Business Executive Director Annual EvaluationPresident Martin recommended modification of the Agenda as presented to include Executive Director Annual Evaluation under the New Business item. Commissioners Clevenger, supported by Commissioner Sanford, moved to accept the Additions to the Agenda as presented. The motion carried unanimously. Minutes - Regular Meeting, Thursday, April 02, 2009President Martin, supported by Vice president LoPresto and Commissioner Clevenger, moved to accept the minutes of the regular meeting held April 02, 2009, as presented. The motion carried unanimously. Residents and Visitors with Commission BusinessCommon Area Room HoursHilltop Apartments residents presented concerns about after-hours use of common areas at Hilltop Apartments. Following discussion, Commissioners requested that Director Cousino circulate a survey form to determine resident interest regarding this item. Location of ComputersHilltop Apartments residents presented concerns about the location of the management-supplied computers. Mr. Cousino reported that one of the computers had previously been located in the Community Room but had generated some complaints. Following discussion, Commissioners recommended that the location of these items also be included in the Common Area Room Hours survey, above. Alcohol Consumption in Common AreasHilltop Apartments residents presented concerns regarding the lack of Commission policy regarding the restriction of consumption of alcoholic beverages in common areas. Following discussion, Mr. Cousino stated that he would present this question to colleagues at an upcoming conference and report findings at a later date. Security Complaint FormHilltop Apartments residents presented concerns regarding security issues at Hilltop Apartments. Following discussion, Commissioners requested that Mr. Cousino develop a Security Complaint Form. Accounts Payable Report/BillsBills in the amount of $22,257.44 were presented for payment. Commissioner Simons, supported by Commissioner Sanford, moved to accept the accounts payable report and pay the bills as presented. The motion carried unanimously. Maintenance Supervisors ReportMaintenance Supervisor Mark Rich presented a written report. Executive Directors Report
HSA RenewalsDirector Cousino provided Commissioners with side-by-side comparisons of the Commissions current Health Savings Account (HSA) policy and a competing policy, as requested at a earlier date. Following discussion, Commissioners requested that Mr. Cousino invite the Commissions agent to an upcoming meeting. FY 2010 Operating BudgetNo action occurred on this item. This item was scheduled for a special meeting on Wednesday, May 20, 2009, 01:00 p.m. Grant ReportsARRA CFP FundingDirector Cousino reported the successful completion of the registration process for receiving American Recovery and Reinvestment Act (ARRA) Capital Fund Program (CFP) funds and stated that contracts would be executed for previously-approved budget items in the near future. Unfinished BusinessAudit Update FYE 06/30/2008Director Cousino reported that HUD online financial data systems, offline for eleven months, were originally scheduled to be reinstated by April 27, 2009 but were not. Mr. Cousino reported that the Commissions contracted auditor was therefore unable to submit final audit data, and reported that no date for operational submission had been announced by HUD. Mr. Cousino stated that he would present operation and submission information upon receipt. Human Resources Audit ReportDirector Cousino provided Commissioners with an annotated Human Resources Audit Report, containing notes on items that he felt may benefit from review by the Commissions legal counsel, as previously requested. Board members indicated that they felt that review of this document would be duplication of effort. Following discussion, Commissioners requested that Mr. Cousino assemble a to-do list of a few items for modification of the Commissions existing personnel policies, and make this item a recurring item on the Commissions agenda. Annual Board CalendarPresident Martin recommended modification of a recently-completed annual board calendar with dates and recommended presentation of the calendar at the Commissions annual meeting in July. New BusinessStrategic PlanPresident Martin stated that she will meet with Executive Director Alton Cousino in the near future to modify the Commissions recently adopted Strategic Plan timeline. Capital Needs Assessment Major Work Items Progress ReportDirector Cousino presented a progress report on items addressed in the Commissions 2000 Capital Needs Assessment. Commissioners recommended that budget items be included in upcoming CFP grants. Following discussion, Commissioners requested that Mr. Cousino schedule a staff meeting to prioritize and plan capital improvements listed. Energy AuditDirector Cousino reported that he had sent several Requests for Proposals (RFPs) for completion of a HUD-required energy audit and reported receipt of one quotation. Mr. Cousino stated that the audit was due to HUD by 06/30/2009. Following discussion, Commissioner Sanford, supported by Commissioner Simons, moved to accept the proposal from James Childs & Associates, as presented. The motion carried unanimously. Executive Director Performance AppraisalPresident Martin recommended that Commissioners conduct a performance appraisal for Executive Director Alton Cousino in July and December. Following discussion, Commissioners agreed to examine the appraisal form available on the Commissions Web site, and to research additional appraisal forms. AdjournmentPresident Martin declared the meeting adjourned at 01:48 p.m.
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