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 Regular Meeting, 09/24/2009

Call to Order

A rescheduled regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Monday, September 24, 2009, and was called to order at 12:05 p.m. by President LoPresto.

Roll Call

Additions to Agenda

Director Cousino recommended amending the agenda as presented to include the item “Cell Phone” under the Directors Report. Mr. Cousino also recommended amending the agenda to include the item “Next Meeting Date” under New Business agenda item.  Commissioners agreed to amend the agenda as presented with these inclusions.

Minutes

Rescheduled Annual/Regular Meeting, August 17, 2009

Commissioner Simons, supported by Vice President Sanford, moved to accept the rescheduled Annual/regular meeting held August 17, 2009. The motion carried unanimously.

Residents and Visitors with Commission Business

Resident Paula Grubbs expressed concern regarding the new digital satellite not working properly. Maintenance Supervisor Mark Rich stated there our some days, depending on the weather, when only a few channels come in. Mr. Rich stated that the satellite is working as it should. 

Resident Alice Kuhn stated that there is a growing concern with the misuse of the Library/Computer room. Following discussion, Commissioner Martin motioned to get rid of the computer, due to no way of monitoring the use of the computers. She stated that the computers seem to be doing more harm than good.  The motion was supported by Commissioner Simmons. Director Cousino suggested tabling the motion until the residents who use the computer have a chance to be heard. Commissioner Martin agreed to table the motion until next months meeting.  

Commissioner Martin questioned if the board was aware that the Dial-A-Ride office is planning on moving to their new building in the near future. The Dial-A-Ride is currently renting a spot from the Hillsdale Housing Commission. The upcoming move would greatly affect our Dart Fund, which is used to accommodate some of the events at Hilltop Apartments. She suggested contacting the City to see if there is a legitimate entity that could take over the spot once Dial-A-Ride vacates. Director Cousino stated he is aware of the upcoming move and would contact the City.

Accounts Payable Report/Bills

Bills in the amount of $26,038.46 were presented for payment. Commissioner Sanford, supported by Commissioner Simons, moved to accept the accounts payable report and pay the bills as presented.  The motion carried unanimously. 

Mr. Cousino reported that he did contact the accountant as requested. The accountant stated moving our meeting towards the end of the month would allow her to generally present monthly accounting reports within thirty days.  Director Cousino also announced that we did not receive monthly statement last month due to the year-end reporting requirements. Mr. Cousino presented the board members with July month-end report. He will provide June and August at next months meeting which will then bring our reporting up-to-date.  Director Cousino reminded the board that the quarterly review of the budget should take place at this months meeting.  Following discussion, Commissioner Martin recommended that the accountant report on a quarterly basis. Commissioner Martin also suggested that the director produce a bar graph for July, August and September month-end statements.  Director Cousino agreed to speak with the accountant regarding her reporting on a quarterly basis if possible. Mr. Cousino also agreed to create a bar graph for next month meeting.

Maintenance Supervisor’s Report

Maintenance Supervisor Mark Rich presented a written report. 

Executive Director’s Report

HSA Renewals

Mr. Cousino and Mr. Rich stated that they have discussed and reviewed their options regarding a proposed change in insurance coverage. They recommend that they make no change at this time.

CD signatories

Director Cousino distributed signature authorization forms.

eLOCCS Certification

President LoPresto was appointed to be the certifying official to approve the Executive Director’s fund withdrawals from HUD’S online finance system, eLOCCS.

Cell Phone

Director Cousino unwillingly presented payment for the cost of a broken cell phone provided to Mr. Cousino by the Hillsdale Housing Commission. Mr. Cousino stated that he felt he was not being treated equally. The board stands firm by their decision to follow policy.

Grant Reports

ARRA CFP Funding – Elevator Contract

Director Cousino stated that we are still in the process of negotiating a contract for completion of the work to repair/upgrade the elevator. The contractor has requested 25% of the contract upfront and 25% halfway through the project. Mr. Cousino stated that there is not any federal prohibition against prepayment, but strongly advises that we do not pay any money upfront. The Director is working on reconciling this issue.

 CFP 2010 Funds

Director Cousino reported that all the necessary documents have been filed with the Michigan office of HUD, and is currently preparing necessary document for the City’s approval. He stated that we anticipate receipt of the annual allocation by October 31, 2009.

Unfinished Business

FY 2008 Audit Report

Commissioner Martin requested a list of the RFP’s that had been sent out this year. Also, President LoPresto requested that the President be given copies of the RFP’s at the time they are distributed in the future.  Commissioners requested that the auditor be present and available at the next meeting. Director Cousino agreed to contact the auditor to see if he would be available. After reviewing the FY 2008 Audit Report, the board decided not to accept the audit report at this time.

Human Resources Audit Report – Personnel Policy

Director Cousino distributed a Draft Employee Handbook/Personnel Policy. Commissioners will need time to review the policy and scheduled a special meeting in the near future.

Strategic Plan Timeline

Director Cousino distributed a draft timeline regarding the strategic plan.

Resolution #2010-03 – Alcohol in Common Areas

Mr. Cousino stated that the proposed change to the Hilltop Apartments Dwelling Lease to prohibit possession and/or consumption of alcohol in common areas has been posted for thirty days. With no comment from the public the resolution is ready for acceptance. Commissioner Simons, supported by Commissioner Martin, moved to accept the Resolution #2010-03 – Alcohol in Common Areas.

E.D. Evaluation

Commissioners will address Executive Directors response to the evaluation during the upcoming special meeting.            

DOE Weatherization Grant

Director Cousino contacted our local representative regarding eligibility for weatherization grant funding provided by the Department of Energy.  Mr. Cousino reported that PHA’s are allowed to apply for this funding, and will due so upon publication of a final notice.  No action occurred on this item

New Business

Resolution #HHC 2010-02 – Accepting FY 2009 MASS Report

Commissioner Clevenger moved to accept the Resolution #HHC 2010-02 – Accepting FY 2009 MASS Report. The motion was supported by Vice President Sanford. The motion carried unanimously.

Board Seat Recommendations

Mr. Cousino stated that Commissioner Martin’s term of office is scheduled to expire October 31, 2009. Any recommendations for this seat will need to be announced and submitted to the City Manager following this meeting. Commissioners recommended Patrice Martin to serve on the board.

Next Meeting Date

            The regular monthly meeting is rescheduled for Thursday, October 22, 2009.            

Adjournment

Commissioner Simons, supported by Commissioner Clevenger, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 01:30 p.m.