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 Rescheduled Regular Meeting June 11, 2009 Call to OrderA rescheduled monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, June 11, 2009, and was called to order at 12:02 p.m. by President Martin. Roll Call
Additions to AgendaNo additions to the agenda were presented. MinutesRegular Meeting, May 07, 2009President Martin requested modification of the May 07, 2009 regular meeting minutes as submitted to indicate that the board wished to avoid duplication of effort for legal review of a recently completed Human Resources Audit. Commissioner Clevenger, supported by Commissioner Sanford, moved to accept the minutes as amended. The motion carried unanimously. Special Meeting, May 20, 2009Commissioner Sanford, supported by Commissioner Simons, moved to accept the minutes of the special meeting held on May 20, 2009, as submitted. The motion carried unanimously. Residents and Visitors with Commission BusinessSecurity ConcernHilltop Apartments resident Diane Cromwell stated that a security concern, recently brought to management attention, had been handled well. Complaint ProceduresHilltop Apartments resident Paula Grubbs presented an inquiry regarding complaint procedures. General discussion ensued. Accounts Payable Report/BillsBills in the amount of $27,522.57 were presented for payment. Following discussion, Commissioner Sanford, supported by Vice President LoPresto, moved to accept the Accounts Payable Report and pay the bills as presented. The motion carried unanimously. President Martin requested that monthly credit card statement invoices be included as a portion of the report. Maintenance Supervisors ReportMaintenance Supervisor Mark Rich presented a written report. Commissioner Sanford, supported by Vice President LoPresto, moved to accept the Maintenance Supervisors Report as submitted. The motion carried unanimously. Executive Directors Report
CD Authorized SignatoriesDirector Cousino presented a follow-up question regarding whether all Commissioners submitted signatory data for certificates of deposits at two banks. Following discussion, Commissioners agreed that only two Commissioners and the Executive Director were necessary for authorized signatories at two banks. HSA RenewalsInsurance representative Clint Barrett presented documents comparing the Commissions current Health Savings Account (HSA) with a proposed alternative. Following discussion, Commissioners requested additional information, and Mr. Barrett stated he would distribute this data in the near future. Office CopierMr. Cousino reported that the company providing maintenance services for the office photocopier recently stated that they would be unable to continue to maintain the copier do to its advanced age. Mr. Cousino stated that the copier was currently non-functional, but stated that he had negotiated the lease of a replacement copier for the same cost as the annual maintenance contract. Alcohol in Common AreasAs requested at an earlier meeting, Director Cousino reported that he had asked if other PHAs disallow alcohol in common areas at a statewide PHA conference. Mr. Cousino reported that some PHAs did disallow alcohol in common areas, but some of those PHAs expressed difficulty managing this policy. Following discussion, Commissioners requested that Mr. Cousino attempt to obtain lease clauses from those PHAs for possible future inclusion into leases at Hilltop Apartments. Membership Dues and FeesMr. Cousino distributed a list of membership dues to which the Commission subscribed. General discussion ensued. Telephone Service Alternate ContractDirector Cousino reported contact with an alternative telephone provider for two lines at Commission offices. Mr. Cousino reported that the contractor could not provide pay phone services and that the cost for one business line was more than the Commission was currently paying a traditional carrier. Common Space SurveyDirector Cousino reported the results of a Hilltop Apartments resident survey regarding common space usage and restrictions. Following general discussion, staff agreed to determine whether automated systems, designed to lock common areas at designated times, were cost-effective, and to present this data at a later date. Grant ReportsARRA CFP FundingWater Heaters/BoilersMr. Cousino and Mr. Rich reported that water heaters had been replaced with boilers, as had been approved by prior board action. Mr. Cousino reported that all systems were functioning nominally. Elevator Upgrades/RepairsDirector Cousino and Maintenance Supervisor Rich reported that a pre-construction walk-through was scheduled for the near future for contractors interested in bidding on repairing/upgrading the elevator at Hilltop Apartments, as approved by prior board action. Mr. Cousino invited board members to attend the walk-through and stated his intention to submit qualified bids for potential approval at the regular meeting scheduled August 06, 2009. Roof Furnace ReplacementMr. Rich requested that the board consider replacement of a malfunctioning roof furnace if elevator repairs proved too costly to perform under the ARRA grant system. President Martin also suggested that Mr. Cousino research whether funding this item may be possible with weatherization grants, which Congress recently permitted PHAs to apply for. Mr. Cousino stated that he would research this item and present findings at a later date. Commissioners agreed to consider replacement of the rooftop furnace, should elevator repairs prove too costly. Unfinished BusinessAudit Update FYE 06/30/2008Director Cousino reported that the Commissions contracted auditor was recently able to submit the Commissions fiscal year end 06/30/2008 data to HUDs database systems and that the audit was currently in review by HUD. Mr. Cousino stated that he anticipated receipt of a final audit report by the next regularly scheduled monthly meeting. FY 2010 Operating BudgetNo action occurred on this item. Mr. Cousino distributed copies of the Commissions FY 2010 operating budget. Commissioners requested additional clarification on certain items and Mr. Cousino stated that the information would be made available at a later date. Human Resources Audit ReportMr. Cousino recommended that the Commission begin revising existing policies, starting with an up-to-date Personnel Policy, in response to a recent human resources audit. Following discussion, Director Cousino stated his intention to attempt to obtain a copy of the Citys Personnel Policy for potential use as a basis for the Commissions policies. Executive Director Performance EvaluationCommissioners agreed to hold a special meeting June 29, 2009, to discuss a format to evaluate the Executive Director. Strategic Plan TimelineNo action occurred on this item. Capital Needs Assessment Major Work Items Progress ReportNo action occurred on this item. Annual Planning CalendarNo action occurred on this item. New BusinessEmergency Pull-Cord SystemNo action occurred on this item. Civil Rights Certification ResolutionPresident Martin executed a Civil Rights Certification Resolution, necessary for the Commission to continue to receive ARRA CFP funds. AdjournmentPresident Martin declared the meeting adjourned at 01:34 p.m.
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