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HomeMy WebLinkAboutKit Housing - 2009-09-30 KITCHENER HOUSING INC MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Hall, 200 King Street West, Kitchener DATE: September 30, 2009 TIME: 4:00 p.m. PRESENT: Denny Cybalski, Andrew Head, Corrine Cash, Mike Seiling, Carl Zehr, Paul Holowaty, John Gazzola, Christina Weylie, Jamie Hill RESOURCE STAFF: Karen Kwiatkowski, Ann Eckert, Kristine Dearlove, Cathy Shafe, Julian Anghel, Camelia Suciu OTHERS: Terry Pender – The Record Opening Remarks 1. Denny Cybalski, Chair called the meeting to order at 4:00 p.m. He stated that the report from the consultants on David Street will be available in two weeks. The notice of the meeting was submitted with the information that the notice had been mailed to the Directors in terms of the By-laws. Karen introduced Iulian Anghel. Iulian joined KHI in his new role as Manager of Facilities. Iulian is an engineer and his first tasks are to look at the BCA’s, the buildings and setting our 2010 Capital Improvement Budget. Welcome Iulian! Conflict of Interest 2. -nil Approval of Agenda 3. On a motion by P. Holowaty, seconded by J. Hill and CARRIED, the agenda be approved. Approval of Board Minutes – August 26, 2009 4. The minutes of the Board of Directors Meeting of August 26, 2009 had been circulated with the agenda. On a motion by J. Hill, seconded by P. Holowaty and CARRIED, it was resolved that the minutes of the Board Meeting of August 26, 2009 be accepted as a true and correct record of the meeting. T. Pender left the meeting at this time. Property Business 5. Tenant Placement Report 5.1 The Unit Turnover Activity Report had been circulated with the agenda. Kristine Dearlove gave an overview of the report. We had 5 turnovers during the month of August. Kristine will start to work on KHI’s website in October. Property Maintenance Report 5.2 The Property Maintenance Report for September had been circulated with the agenda. Cathy Shafe gave an overview of the report. Cedar View At a meeting with the tenants, they brought forward concerns of security. They indicated that people were entering the building during the day and night with keys. To eliminate this problem, we have had Doc Loc Inc. install a Hartman building card access system. Card readers were installed at the front door, the side main door and the patio door. This is a proximity card. An alarm was also installed at the patio door to prevent tenants from propping open the door. Rogers Cable will inject the CCTV into the cable lines to allow tenants to view who is at the front door. Both these systems were installed at Victoria School and have proven to be very effective. All the tenants at Cedar View welcomed the new system Gage Green and Shantz Terrace Staff met with Community Resource Officers, Kim Schmitki (Division 3) and Lisa Nyusa (Division 1) who gave us some valuable information. Staff will be looking into partnering with some established groups within the neighbourhood and will be planning some information sessions for the residents to attend. Test and Maintenance Inspection of Life Safety System The annual inspection of the fire alarm system, extinguishers, the sprinkler systems and the emergency lights has been scheduled for the apartment buildings with GE Security for October. Cedar Hill The interior hallways, stairwells and unit doors have all been freshly painted. Linden Terrace Cathy handed out a summary of the Lighting Retrofit for 35 Linden Avenue. Three companies were contacted and submitted bids. The Social Housing Renovation and Retrofit Program has approved a $62,000 grant towards this capital upgrade. Denny said that Kitchener -Wilmot Hydro has grants available on their website for energy savings and we should check the programs they have. This is a time sensitive issue, and staff will need to have this work done by the end of the year or will lose the $ 62,000. Follow-up re: energy rebates. 1.There are no energy rebates for these fixtures from Kitchener Wilmot Hydro or the Province through the Ontario Power Authority. 2.From the Federal Government, ballasts and bulbs have already been discounted in the purchase price of products and there are no further rebates available. Board was polled by email to accept the staff recommendation that Harold Stecho Electric Ltd be awarded the contract in the amount of $ 65,939. On a motion by A. Head, seconded by C. Zehr and CARRIED, that Harold Stecho Electric Ltd. be awarded the Lighting Retrofit Upgrade at 35 Linden Avenue at their tendered price of $ 65,939. Finance & Administration Business 6. Financial Statements August, 2009 6.1 – The Financial Statements for August has been circulated with the agenda. Ann Eckert gave an overview. On a motion by J. Gazzola, seconded by A. Head and CARRIED, the August statements be approved. Rental Arrears Report – August 2009 6.2 The Rental Arrears Report for August had been circulated with the agenda. Camelia Suciu gave the report. The arrears for August were 2 % with 14 vacancies and we were over the market target by 7. Follow-up - 6.3 nil 7. General Manager’s Report The General Manager’s report for September had been circulated with the agenda. Clarification of Open Board Meetings Denny stated that we are governed in accordance with the Corporations Act and not the Municipal Act and in accordance with Corporations Act for Non – Profits we do not have to go into Caucus because the minutes and the meetings are only open to members or shareholders. Anybody else comes into the meeting by invitation only. Open Forum - 8. nil Other - 9. Philips, Hager & North – Investment Overview. The Investment Account Statement as of September 14, 2009 had been circulated with the agenda for the Board’s information. . Caucus 10 Adjournment 11. On a motion by J. Hill, seconded by P. Holowaty and CARRIED, the meeting adjourned at 5:00 p.m. ACCEPTANCE OF MINUTES ___________________________________ __________________________ Chairman Secretary