Hillsdale Housing Commission
45 N. West Street Ť Hillsdale, MI 49242
Phone: (517) 439-1210 Ť Fax: (517) 439-9577 Ť E-mail: mail@hillsdalehousing.org
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| Minutes – Rescheduled Regular Meeting, Thursday October 22, 2009 Call to OrderA rescheduled regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Thursday, October 22, 2009, and was called to order at 12:05 p.m. by President LoPresto. Roll Call
Additions to AgendaPresident LoPresto recommended amending the agenda as presented to include the item “Health Concerns” under New Business. Commissioners agreed to amend the agenda as presented with this inclusion. MinutesRescheduled Regular Meeting, September 24, 2009Commissioner Martin, supported by Commissioner Clevenger, moved to accept the minutes of the rescheduled regular meeting held September 24, 2009. The motion carried unanimously. Residents and Visitors with Commission BusinessResident Paula Grubbs thanked the Maintenance Supervisor Mark Rich for adjusting the antenna so that more channels were available. Several Hilltop Residents expressed their opinions regarding the removal of public access computers from common areas. Hilltop Residents that are for retaining computers presented the board with suggested computer rules. Commissioner Martin agreed to withdraw a motion made at an earlier meeting, motion to remove the computers pending completion of research by Director Cousino and create a Resident Computer Usage Policy. She also requested that Mr. Cousino research software with timers to automatically shut down the computers. A few residents were interested in possibly putting together a resident committee. Director Cousino stated he would distribute the By-Laws of the former Hilltop Apartments Residents Association, which contained all requirements for PHA resident boards. Accounts Payable Report/BillsBills in the amount of $18,552.36 were presented for payment. Vice President Sanford, supported by Commissioner Martin, moved to accept the accounts payable report and pay the bills as presented. The motion carried unanimously. Maintenance Supervisor’s ReportMaintenance Supervisor Mark Rich presented a written report. Executive Director’s Report
Grant ReportsARRA CFP Funding – Elevator ContractGeneral discussion ensued regarding upcoming work on the elevator at Hilltop Apartments. Commissioner Martin suggested contacting the Hillsdale High School and other organizations that might be available to volunteer to help the residents while the elevator is down. Administrative Assistant Tia Spratt stated that she would contact Hillsdale High School and other organizations to see what is available. CFP 2010 FundsDirector Cousino reported he received the CFP 2010 annual funds. Unfinished BusinessAudit Report – FYE 2008John DiPiero PC was present to discuss the FYE 2008 Audit Report. Mr. DiPiero stated that the Hillsdale Housing Commission was standing in excellent condition with money and reserve at the end of the Fiscal Year 2008. Mr. DiPiero stated his opinion that Director Cousino had been doing a great job. He explained the reason for the delay in submitting the FYE 2008 audit was due to HUD’s online systems. Mr. DiPiero discussed the MDNA and the AICPA guidelines. Following discussion, President LoPresto requested that in the future a copy of the draft audit be given to the President of the board along with the Director for review. Commissioner Martin Supported by Commissioner Clevenger, move to accept the FYE 2008 Audit Report. The motion carried unanimously. Human Resources Audit Report – Personnel PolicyIn-depth analysis occurred for the beginning section of a draft Personnel Handbook. Commissioners agreed to continue discussion of this item at the next monthly meeting. E.D. EvaluationCommissioners agreed to address the Executive Directors response to the evaluation during an upcoming special meeting. DOE Weatherization GrantPresident LoPresto recommended Director Cousino fill out the weatherization application prior to publication of a final notice. New BusinessAward FY 2009 Audit BidMr. Cousino reported receipt of only two quotations for performance of the Commission’s FYE 06/30/2009 audit, and distributed a bid tabulation form detailing the received proposals. Mr. John DiPiero, PC had the lowest bid. Roll call vote: Clevenger, Yes; Vice President Sanford, Yes; Commissioner Martin, No. The motion carried. Commissioner Martin stated she recalled during the prior FYE 2008, the board decided they would handle the bidding process for future audits, and had yet to do so. Health ConcernsPresident LoPresto stated her opinion that, due to this years H1N1 outbreak, we should take extra precautions to avoid spreading the flu virus. Commissioner Clevenger suggested posting flyers with information from the CDC’s website President LoPresto also suggested purchasing hand sanitizer dispensers. Director Cousino stated he would post this information as well as purchase the dispensers. President LoPresto encouraged any worker to stay home if they are not feeling well. AdjournmentVice President, supported by Commissioner Clevenger, moved to adjourn. The motion carried unanimously and the meeting adjourned at 01:45 p.m.
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