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 December 4, 2008

Call to Order

The regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, December 4, 2008 and was called to order at 12:15p.m. by President Martin.

Roll Call

Additions to Agenda

Director Cousino reported three additions to the agenda under Directors Report that did not appear on the Agenda. Mr. Cousino asked that Flagstar Signature, Chamber Dollar, and Next Monthly Meeting be added to the agenda under Director’s Report. President Martin reported one addition to the agenda under New Business.  President Martin asked that the item Access to office staff be added under New Business.

Minutes

Regular Meeting, November 4, 2008

Commissioner Simons, supported by Commissioner Sanford, moved to accept the minutes of the regular monthly meeting held November 06, 2008, as presented. The motion carried unanimously.

Residents and Visitors with Commission Business

A Hilltop Apartment resident thanked the Hillsdale Housing Commission for the antenna upgrade.  

A Hilltop Apartment resident expressed concern with the hallway lighting near the elevator on the main floor.  She stated that the hallway is dark at night. Mr. Cousino stated that the Hilltop Management would look into possibly adding some additional lighting. 

Accounts Payable Report/Bills

Bills in the amount of $36,249.04 were presented for payment.  Director Cousino stated he had contacted Allied Waste Company regarding the contract issue mentioned in a previous meeting. During discussion, the company agreed to beat any competitors bid and agreed to write off any outstanding balance that has accrued once a new contract is signed. President Martin suggested the director request the proposal in writing from Allied Waste Company. Director Cousino stated his intention to request some form of documentation.

Following discussion, Commissioner Simons, supported by Commissioner Sanford, moved to accept the Accounts Payable Report/Bills.

Maintenance Supervisor’s Report

Maintenance Supervisor Mark Rich presented a written report. 

Executive Director’s Report

Annual Planning Calendar

Mr. Cousino presented a draft Annual Planning Calendar. Following review, President Martin suggested additional details be added to the calendar. Commissioners requested a monthly calendar be distributed a month in advanced to upcoming meetings.

Chamber Dollars

Director Cousino stated the Hillsdale Housing Commission has previously presented Chamber Dollars to the Hilltop Apartment Staff for the holidays and suggested to continue to do so. The board agreed to continue to provide the Chamber Dollars.

Flagstar

Director Cousino stated he will present a new signature card for commissioners to sign at the next monthly meeting. 

Next Meeting Date 

Mr. Cousino recommended changing the date of the next monthly meeting. The meeting is currently scheduled for Thursday, January 1, 2009, New Years day. The board agreed to change the meeting date to Tuesday, January 6, 2008 due to the Holiday.  

Grant Reports

No action occurred on this item.

Unfinished Business

Human Resources Audit

Director Cousino reported receipt of one proposal for the Human Resources/Personnel Policy audit. Following discussion, Commissioner LoPresto, supported by Commissioner Sanford, moved to accept the proposal from Bee Tree Consulting. The motion carried unanimously.

Commissioners Email Accounts

Director Cousino expressed the importance of Commissioners having access to emails. This allows all board members to be included in Commission discussions.  Mr. Cousino offered to set up email accounts for any Commissioner who does not have an existing email account.

Accepted Audit Proposal

Mr. Cousino presented documentation of compliance with a peer review letter provided by the recently approved auditor, John DiPiero, as requested.  

CCTV

Director Cousino stated one bid has been received for the installation of CCTV cameras and a master monitoring system. Following discussion, commissioners agreed that more research and planning are necessary.  Commissioners requested that the item be added to the Capital Improvement List and will be discussed in the future.

New Business

Policy Review – Policy List

Director Cousino presented a detailed Policy Schedule list as requested.

       New Commissioner Orientation/Training

Mr. Cousino distributed orientation materials to new board members. Following discussion, Director Cousino agreed to give a tour of the building and answer any questions the new commissioners may have.

Staff/Board Retreat

Commissioners agreed to meet locally Wednesday, February 18, 2008 and Saturday, February, 21, 2008. The Hilltop Apartment staff is invited to attend the retreat held on Wednesday, February, 18, 2008.  

Audit Update – FYE 06/30/2008

Director Cousino presented documentation that HUD’s financial reporting systems are still not operational and therefore the Commission’s scheduled audit could not be completed at that time.

Access to Office Staff

President Martin expressed her concern with how uninviting the Rental Office is She suggested a glass door be installed in the Rental Office to allow a more welcoming environment. Following discussion, Mr. Cousino agreed to add a half window in the Rental Office door.

Adjournment

President Martin adjourned the meeting at 2:40 p.m.