Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

Minutes – Rescheduled Annual/Regular Meeting, 07/09/2009

Call to Order

A rescheduled annual and regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, July 09, 2009, and was called to order at 12:05 p.m. by President Martin.

Roll Call

Additions to Agenda

Director Cousino and President Martin recommended amending the agenda as presented to include the item “Energy Audit” under the New Business agenda item.  Commissioners agreed to amend the agenda as presented with this inclusion.

Annual Meeting

Annual Elections

President

Commissioner Simons, supported by Commissioner Sanford, moved to nominate Vice President LoPresto to the office of President.  No other nominations were presented.  The nominations were closed and the vote carried unanimously.

Vice President

Commissioner Simons, supported by Vice President LoPresto, moved to nominate Commissioner Sanford as Vice President.  No other nominations were presented.  The nominations were closed and the vote carried unanimously.

By Laws

No action occurred on this item.  Mr. Cousino reported that the Commission’s By-Laws had recently been reviewed and updated.  Commissioners agreed to review this item prior to the next regularly scheduled annual meeting.

Minutes

Rescheduled Regular Meeting, June 11, 2009

President Martin recommended modifying the minutes of the rescheduled regular meeting held June 11, 2009, to indicate that the Commission felt that two Commission members and the Executive Director comprised a sufficient number of signatories for Certificates of Deposit.  Commissioner Simons, supported by Commissioner Sanford, moved to accept the amended minutes as recommended.  The motion carried unanimously.

Special Meeting, June 29, 2009

Commissioner Simons, supported by Commissioner Sanford, moved to accept the minutes of the special meeting held June 29, 2009, as presented.  The motion carried unanimously.

Residents and Visitors with Commission Business

No Commission business was presented by residents or visitors.

Accounts Payable Report/Bills

Bills in the amount of $39,648.94 were presented for payment.  Director Cousino reported ongoing billing difficulties with the Commission’s contracted waste hauling services.  Following discussion, Commissioners requested that Mr. Cousino attempt to obtain some type of written documentation from the waste hauler, describing resolution of problems.  Commissioner Sanford, supported by Commissioner Simons, moved to accept the accounts payable report and pay the bills as presented.  The motion carried unanimously.

Maintenance Supervisor’s Report

Maintenance Supervisor Mark Rich presented a written report.  Commissioners requested that staff determine whether sufficient budgetary funds were available to institute time locks on common area doors and for deactivation and removal of pull-cord systems, and plan for these actions if deemed necessary by staff.

Executive Director’s Report

HSA Renewals

General discussion ensued regarding renewal of the Commission’s Health Savings Account policy.  Vice President LoPresto agreed to contact the insurance agent for more information regarding this renewal.  Commissioner Sanford, supported by Vice President LoPresto, moved to table the HSA Renewals agenda item until receipt of this information.  The motion carried unanimously.

Alcohol in Common Areas

Mr. Cousino reported that he had been unsuccessful in obtaining sample policies from other PHAs that prohibit possession and/or consumption of alcohol in common areas.  Mr. Cousino recommended the development of a Dwelling Lease provision to implement this provision.  Following discussion, Mr. Cousino stated that he would present a draft Lease revision with this clause for review at the next regularly scheduled meeting.

Office Move Cost Estimate

Director Cousino provided documentation of costs incurred for moving the Director’s office.  President Martin requested that this estimate be distributed electronically via e-mail by the next meeting date.

Grant Reports

ARRA CFP Funding - Elevator Repairs/Upgrades

Director Cousino and Maintenance Supervisor Rich reported that bids had been received by the Commission’s contracted elevator consultant and were currently being analyzed to determine if quotes met specifications.  Mr. Cousino reported that only one quote was under budget for repairs of the elevator at Hilltop Apartments.

Unfinished Business

FY 2008 Audit Report

Mr. Cousino distributed copies of the Commission’s recently received fiscal year 2008 audit report.  Commissioners requested that Mr. Cousino schedule an audit presentation by the auditor for the Commission’s regularly scheduled meeting, September 03, 2009.

FY 2010 Operating Budget

Mr. Cousino distributed copies of the Commission’s recently received fiscal year 2010 budget.  Following discussion, Commissioner Sanford, supported by Vice President LoPresto, moved to adopt the FY 2010 operating budget as submitted.  The motion carried unanimously.  Commissioners requested that Mr. Cousino ask the Commission’s contracted accounting firm if monthly financial reports could be presented within thirty days, if the Commission’s regularly scheduled monthly meeting was moved towards the end of the month.

Human Resources Audit Report – Personnel Policy

Director Cousino reported that he was in receipt of the City of Hillsdale’s Personnel Handbook and he was in the process of revising it to serve as the Commission’s Personnel Policy.  Mr. Cousino stated that he anticipated presentation of a draft handbook by the Commission’s regularly scheduled meeting September 03, 2009.

Strategic Plan Timeline

No action occurred on this item.  President Martin agreed to work with Director Cousino on this item to present a timeline for board discussion.

Capital Needs Assessment – Major Work Items Progress Report

Director Cousino distributed a copy of a recently completed prioritized list of major work items listed in the Commission’s FY 2000 Capital Needs Assessment.  Commissioners requested that Mr. Cousino confer with staff to schedule potential completion of outstanding work items based on budgetary constraints.

Annual Planning Calendar

Mr. Cousino distributed an updated annual planning calendar with due dates, as previously requested.

New Business

Resolution #HHC 2010-01 – Authorized First Federal Signatories

Commissioner Clevenger, supported by Vice President LoPresto, moved to adopt Resolution #HHC 2010-01, authorizing signatories for CDs at First Federal Bank.  The motion carried unanimously.

FY 2009 Energy Audit

Director Cousino distributed copies of the Commission’s recently completed fiscal year 2009 Energy Audit report.  Commissioners agreed to discuss this item at an upcoming meeting.  President Hudson recommended that Director Cousino contact representatives of the Jackson area Community Action Agency to determine whether funding was available for completion of recommended items contained in the audit.

Adjournment

President Martin declared the meeting adjourned at 01:30 p.m.