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 September 04, 2008 Call to OrderThe regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, September 04, 2008, and was called to order at 12:07 p.m. by President Hudson-Martin. Roll Call
Additions to AgendaCommissioner Simons, supported by Commissioner LoPresto, moved to amend the agenda as presented to include Personnel Issues under the New Business heading. The motion carried unanimously. Minutes - Regular Meeting, August 07, 2008President Hudson-Martin requested that minutes presented be amended to include the following items under the New Business heading of a future meeting: 1.) DART Funds Wish List, and 2.) Personnel Policy Audit. Following brief discussion, Commissioner Doty, supported by Vice President LoPresto, moved to accept the minutes as amended. The motion carried unanimously. Residents and Visitors with Commission BusinessSatellite Television Service InstallationSeveral Hilltop Apartments residents presented inquiries into whether the Commission was planning to discuss satellite infrastructure purchase/installation at Hilltop Apartments. Mr. Cousino reported that he had invited a local installer to the meeting to discuss this item but the contractor was not present. Resident Hearing Board MembersA Hilltop Apartments resident stated that she could not hear board members and presented an inquiry as to why the boards table arrangement had recently changed. President Hudson-Martin requested that attendants at the board table increase vocal patterns during the meeting and replied that tables had been arranged differently to more efficiently serve board members. Accounts Payable Report/BillsBills in the amount of $28,937.89 were presented for payment. Commissioner Doty, supported by Commissioner Richards, 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. Following discussion Commissioner Doty, supported by Commissioner Simons, moved to accept the Maintenance Supervisors Report as presented. The motion carried unanimously. Executive Directors Report
Funds Transfer Policy Annual Electronic Funds Transfer WaiverDirector Cousino stated that the Hillsdale Housing Commission had previously granted the Executive Director an annual waiver of the Commissions existing Funds Transfer Policy (which requires two preapproved signatories for electronic funds transfers) for payment of federal and state payroll taxes, as well as pension payments. Following discussion, President Hudson-Martin recommended that this waiver be made permanent, as payments to these agencies were typically required via electronic methods and a delay in acquiring additional signatories may result in penalties. Following discussion, Commissioner Doty, supported by Commissioner Simons, moved to waive the two signatories requirement for electronic funds transfer payments for federal, state, and pension payments. The motion carried unanimously. Grant ReportsNo action occurred on this item. Unfinished BusinessHilltop Apartments Capital Needs ListDirector Cousino presented a progress report on capital needs items at Hilltop Apartments, as requested at a prior meeting. After extensive discussion, Commissioners agreed to review Hilltop Apartments hallway carpeting bids as the next item on this list. Director Cousino stated that bids would be sought and presented at a future meeting. Commissioner Simons presented an inquiry into placing security closed-circuit television cameras in all halls of Hilltop Apartments. After discussion, President Hudson-Martin requested that Mr. Cousino present this issue to colleagues at an upcoming statewide conference for opinions. Resolution 2009-03 By-Laws RevisionDirector Cousino reported that he had recently attended a City of Hillsdale City Council Meeting where the Commissions draft By-Laws (recently revised in accordance with the Commissions annual meeting procedures) were presented. Mr. Cousino stated that Council approved all changes except removal of a clause which requires City Council approval prior to additional By-Laws changes. Commissioner Doty, supported by Commissioner LoPresto, moved to adopt Resolution #2009-03, adopting the revised By-Laws as submitted. The motion carried unanimously. Draft Cell Phone PolicyDirector Cousino distributed a draft Cell Phone Policy as requested at a prior meeting. Mr. Cousino stated that he had researched this item, but had been unsuccessful in obtaining Cell Phone Policies from other Michigan PHAs, as most did not have such a policy. Mr. Cousino stated that he had assembled the draft policy submitted from samples he had acquired on the Internet, but requested additional time to request PHA colleague review of the draft prior to adoption. Following brief discussion, Commissioners agreed to the additional review prior to adoption. FY 2008 AuditDirector Cousino reported that audit Requests for Proposals (RFPs) had been distributed to all auditors on a previously-distributed bidders list, and that proposals would be submitted for acceptance at the Commissions October 09, 2008 rescheduled regular monthly meeting. Telecommunications SystemsDirector Cousino reported that he had contacted a local satellite television provider to attend the meeting but the contractor was not present. Following discussion, Commissioners requested that Mr. Cousino perform additional research on this item and present findings at a later date. In addition, Mr. Cousino stated that the existing antenna tower at Hilltop Apartments would likely need updating prior to digital television conversion, scheduled for February, 2009, and stated that he would inquire about this service as well. New BusinessPersonnel ItemsCommissioner Doty, supported by Commissioner LoPresto, moved to adjourn the regular meeting to closed session pursuant to the State of Michigans Open Meetings Act clause regarding personnel issues. The motion carried unanimously, and the meeting adjourned to closed session at 12:50 p.m. The meeting readjourned at 01:35 p.m. Moved by Commissioner Doty, supported by Commissioner Simons, to rescind motions and actions previously made erroneously during a closed session. The motion carried unanimously. Moved by Commissioner Doty, supported by Commissioner LoPresto, to contact two Commission employees to offer mediation services through an independent contractor. The motion carried unanimously. Moved by Commissioner Doty, supported by Commissioner Simons, that President Hudson-Martin speak with the Commissions contracted attorney regarding these matters and to ask the attorney to recommend a third-party independent investigator. The motion carried unanimously. Moved by Commissioner Doty, supported by Commissioner Simons, to prepare a Request for Proposal (RFP) for a Personnel Policies audit. The motion carried unanimously. AdjournmentPresident Hudson-Martin adjourned the meeting at 01:41 p.m.
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