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 November 06, 2008

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, November 06, 2008, and was called to order at 12:10 p.m. by President Martin.

Roll Call

Additions to Agenda

No additions to the agenda were presented.

Minutes

Regular Meeting, October 09, 2008

Commissioner Clevenger, supported by Commissioner Sanford, moved to accept the minutes of the regular monthly meeting held October 09, 2008, as presented. The motion carried unanimously.

Special Meeting, October 23, 2008

President Martin requested that minutes presented be corrected to include President Martin’s agreement to serve as the board representative on a committee to monitor a personnel-related agreement, for a minimum of six months.  Commissioner Clevenger supported by Commissioner Sanford, moved to modify and accept the amended minutes as presented.

Residents and Visitors with Commission Business

No commission business was presented by residents or visitors.

Accounts Payable Report/Bills

Bills in the amount of $20,797.71 were presented for payment.  Director Cousino stated that Allied Waste Company had been charging more than contractually specified. Mr. Cousino suggested that the Hillsdale Housing Commission continue to pay the fee specified in the contract. Maintenance Supervisor Mark Rich reported receipt of three quotes from other refuse disposal companies that were lower than the current contracted price. President Martin recommended requesting a written statement from Allied Waste stating that they had increased cost regardless of contract.  

Following discussion, Commissioner Clevenger, supported by Commissioner Richards, moved to accept the Accounts Payable Report and pay the bills as presented.  The motion carried unanimously. Director Cousino stated his intention to request some form of documentation from Allied Waste.

Maintenance Supervisor’s Report

Maintenance Supervisor Mark Rich presented a written report.  Following discussion, Vice President LoPresto, supported by Commissioner Sanford, moved to accept the Maintenance Supervisor’s Report as presented. The motion carried unanimously.

Executive Director’s Report

City Rehab Verifications

Director Cousino stated that the city was working on a rental rehab program and had asked the Commission to process verification paperwork in connection with the program. Mr. Cousino recommended board approval for this service, and stated his opinion that the Commission would not be eligible for administrative funds for this service.  Following brief discussion, Commissioners agreed to provide this service to the City of Hillsdale.

Commission Annual Calendar

President Martin requested an annual calendar be developed and provided to board members. Following discussion, Director Cousino agreed to develop a calendar for review at an upcoming meeting..

Grant Reports

No action occurred on this item.

Unfinished Business

Human Resources Audit

Director Cousino stated that he had modified a draft Human Resources/Personnel Policy audit Request for Proposals form as requested at a previous meeting and stated that  the form had been forwarded to eligible firms.  Mr. Cousino stated that RFP quotations were scheduled to be presented at the Commission’s regularly scheduled December, 2008 meeting.

Commissioners Email Accounts

Emails accounts were offered to any board members who didn’t have one so that they can be included in Commission discussions. Following discussion, Director Cousino stated that he would provide a printout of emails for board members not wishing to use this service.

 Accepted Audit Proposal

Mr. Cousino presented a copy of a recently accepted audit proposal. Following review, Commissioners requested that Mr. Cousino request that the auditor provide documentation of compliance with a peer review letter included as a portion of the proposal.  Mr. Cousino stated that he would request documentation and present it to board members at a future meeting.

New Business

Hilltop Apartments FY 2008 Physical Assessment Score

Director Cousino presented a report from HUD, detailing a recent HUD’s physical inspection of Hilltop Apartments, and reported that the score was 95%.  Director Cousino and board members expressed appreciation to Maintenance Supervisor Mark Rich and Housekeeper Kylea Curtis, who helped make the outstanding score possible.

Policy Review

As requested at an earlier meeting, Mr. Cousino distributed a Recommended and/or Mandated Policies list, provided to Commissioners during a recent NAHRO Commissioner Training conference. Following brief discussion, President Martin requested a more detailed list, for presentation at a meeting at a later date.

      New Commissioner Orientation/Training

Director Cousino stated he has e-mailed the Michigan Chapter of NAHRO President, asking if additional training is scheduled. Brief discussion ensued regarding materials to be presented to new board members.  No additional action was taken on this item.

Staff/Board Retreat

            No action occurred on this item.

Audit Update – FYE 06/30/2008

Director Cousino stated that HUD’s financial reporting systems were not operational and therefore the Commission’s scheduled audit could not be completed at that time. President Martin requested documentation that systems were non-operational.

Additional Video Cameras

As discussed at previous meetings, Mr. Cousino reported contact with other PHAs regarding installation of cameras in hallways.  Mr. Cousino reported that other PHAs had not installed hallway cameras, but recommended that research into the cost of installing these systems be conducted.  Following brief discussion, Commissioners agreed to discuss this item following receipt of cost information.

Adjournment

President Martin adjourned the meeting at 1:05 p.m.