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, Wednesday, December 16, 2009

Call to Order

A rescheduled regular monthly meeting of the Hillsdale Housing Commission was held in the Community Room of Hilltop Apartments on Wednesday, December 16, 2009 and was called to order at 12:12 p.m. by President LoPresto.

Roll Call

Additions to Agenda

Director Cousino recommended amending the agenda as presented to omit the item under Minutes “Special Meeting October 29, 2009”. Mr. Cousino stated the special meeting minutes have already been approved as amended.  Commissioners agreed to amend the agenda as presented with this change. Commissioner Martin stated that Director Cousino needs to produce a Monthly Strategic Progress Report as requested during a previous meeting. Mr. Cousino stated he would have one available for the next monthly meeting.

Minutes

Rescheduled Regular Meeting October 22, 2009

Vice President Sanford, supported by Commissioner Simons, moved to accept the minutes of the rescheduled regular meeting held October 22, 2009 as presented.  The motion carried unanimously.

Rescheduled Regular Meeting, November 23, 2009

Commissioner Martin requested the rescheduled regular meeting minutes be corrected and reflect the action taken under “E.D. Evaluation”. Commissioner Martin also requested the minutes state the specific questions asked by the Commissioners toward the Accountant regarding the budget under Quarterly Financial Review.

Residents and Visitors with Commission Business

Hilltop resident Andrew Bittinger asked if a decision had been reached regarding the Hilltop resident’s computers. President LoPresto stated a final decision has not been made regarding the tenant computers, but was on the agenda for discussion.

Accounts Payable Report/Bills

Bills in the amount of $24,335.67 were presented for payment. Commissioner Martin, supported by Commissioner Clevenger, moved to accept the accounts payable report and pay the bills as presented.  The motion carried unanimously.

Quarterly Financial Review

Director Cousino presented documentation regarding the Commission’s fee accountant’s response to the questions and concerns commissioners had regarding the 2010 budget. Commissioner Martin stated her opinion that the accountant failed to answer the questions and was not satisfied with the accountant’s responses. Commissioner Martin stated her concern regarding specific apparently erroneous expenditures in the general ledger.  The board requested Mr. Cousino have direct dialogue with the accountant regarding these issues.  Director Cousino expressed his concern regarding the accounting errors, and suggested sending out RFP’s for accounting services in the near future. Commissioner Martin requested a copy of the RFP prior to distribution.

Maintenance Supervisor’s Report

Maintenance Supervisor Mark Rich presented a written report. 

Executive Director’s Report

Operations

 Commissioner Martin expressed concern regarding apartment turnovers. Commissioner Martin stated that the application process needs to be addressed. Administrative Assistant Tia Spratt stated that there have been a few approvals that decided not to move in. Ms. Spratt suggested changing the applications order of operations might speed up the process. Commissioner Clevenger suggested a program called Project Homeless Connect might be beneficial. Director Cousino stated he would look into the program as well as discuss the application process with Mrs. Spratt.

Tenant Computers – Acceptable Use Policy       

Mr. Cousino presented a draft tenant computer use policy. Commissioners will review the policy and discuss it at the next monthly meeting. Vice President Sanford suggested moving the tenant computers from the library to the community room in order to have better monitoring. Director Cousino stated the new computers were originally in the community room, but could be moved if necessary.  Director Cousino stated he researched filtering software and found a program that might be beneficial. Commissioners requested documentation on this program including cost.  

Grant Reports

ARRA CFP Funding – Elevator Contract

Director Cousino announced the elevator work had been completed and passed final State Inspection.  Mr. Cousino stated the elevator floor will need to be replaced next.   Commissioner Martin recommended the cost for replacing the elevator floor be paid with ARRA CFP Funds, since it is part of the upgrade.

Unfinished Business                                                              

DOE Weatherization Grant

Mr. Cousino stated he has not received a final notice. Commissioner Martin suggested contacting our State Representative Mark Schauer for some guidance regarding the Weatherization Grant. No further action occurred.

Human Resources Audit Report – Draft Employee Handbook/Personnel Policy

Commissioners stated this item needs to be moved to the top of the next monthly meeting agenda.  No action occurred.

New Business

DART Office Rental

            No action occurred.

Resolution 2010-04 – 2009 AC Utility Study

Mr. Cousino stated after completing the AC Utility Study, the air conditioning charge is expected to be reduced this year. Commissioner Martin, supported by Commissioner Clevenger, moved to adopt the resolution 2010-04 – 2009 AC Utility Study. The motion carried unanimously.

Adjournment

Commissioner Simons, supported by Vice President Sanford, moved to adjourn.  The motion carried unanimously and the meeting adjourned at 01:25 p.m.