Hillsdale Housing Commission
45 N. West Street ¨ Hillsdale, MI 49242
Phone: (517) 439-1210 ¨ Fax: (517) 439-9577 ¨ E-mail: mail@hillsdalehousing.org
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| Minutes – Rescheduled Regular Meeting, Monday November 23, 2009 Call to OrderA rescheduled regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Monday, November 23, 2009, and was called to order at 12:05 p.m. by Vice President Sanford. Roll Call
Additions to AgendaCommissioner Martin recommended amending the agenda as presented to include the item “E.D. Annual Evaluation” under Executive Director, “Dial-A-Ride” under Unfinished Business and to move the item “Quarterly Financial Review” from New Business to the Accounts Payable Report/Bills. Commissioners agreed to amend the agenda as presented with these changes. MinutesRescheduled Regular Meeting October 22, 2009Commissioner Martin requested several modifications of the minutes of the rescheduled regular meeting held October 22, 2009 as presented. Administrative Assistant Tia Spratt agreed to resubmit the minutes with corrections at the next monthly meeting. Special Meeting October 29, 2009Commissioner Martin requested the special meeting minutes be changed to indicate the CFP Funds received and operating subsidy anticipated for fiscal year 2010 were less than anticipated. Commissioner Martin, supported by Commissioner Clevenger, moved to accept the minutes of the Special Meeting held September 24, 2009, with these changes. The motion carried unanimously. Residents and Visitors with Commission BusinessResident Kathleen Addleman asked if Hilltop residents were allowed to let visitors bring their pets in the building. Director Cousino responded that it was against policy. Accounts Payable Report/BillsBills in the amount of $26,684.16 were presented for payment. Commissioner Martin, supported by Commissioner Simons, moved to accept the accounts payable report and pay the bills as presented. The motion carried unanimously. Quarterly Financial ReviewGeneral discussion ensued regarding the Quarterly Financial Review. Commissioner Martin presented a condensed version of the Quarterly Financial Review and stated her opinion the condensed layout was easier to understand. Following discussion, Commissioners agreed and recommended Director Cousino present the next Quarterly Financial Review in the same type of layout. After review of the report, Commissioner Martin requested Mr. Cousino to speak with the accountant regarding clarification of several budget line items. Director Cousino agreed to contact the accountant in regards to the budget, specifically the budget line item Sundry and ARRA. Mr. Cousino will also ask the accountant why the HSA is not in the budget, and why there are unreported debits. Maintenance Supervisor’s ReportMaintenance Supervisor Mark Rich presented a written report. Executive Director’s Report
Tenant Computers – Acceptable Use PolicyCommissioners requested that Director Cousino research content filtering software for tenant computers and to present a draft Tenant Computer Usage Policy. Hilltop Apartments Christmas PartyMr. Cousino expressed concern regarding the Tenant Christmas party. He stated due to the elevator being down, it may not be possible for all Hilltop Residents to attend. Following discussion, Commissioners requested waiting to have the party until after the 1st of the year or if the elevator becomes operational. Grant ReportsARRA CFP Funding – Elevator ContractDirector Cousino stated the elevator contractors will be starting the elevator work Monday, November 30, 2009. Unfinished BusinessDOE Weatherization GrantNo action occurred on this item. Mr. Cousino stated there has not been a final notice. Human Resources Audit Report – Draft Employee Handbook/Personnel PolicyNo action occurred. E.D. EvaluationCommissioner Martin, supported by Commissioner Clevenger, moved to implement a form containing annual goals specified during the Executive Director’s Annual Evaluation. The motion carried unanimously. New BusinessPolicy Review/UpdatesCommissioners agreed to continue to work on the Personnel Policy at an upcoming meeting. Commissioners did not specify additional policies to review for the following year. AdjournmentVice President, supported by Commissioner Clevenger, moved to adjourn. The motion carried unanimously and the meeting adjourned at 01:37 p.m.
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