HomeMy WebLinkAboutKit Housing - 2015-10-21
Minutes
Board of Directors Meeting
Wednesday, October 21, 2015
City of Kitchener City Hall,
Schmalz Room
PRESENT: B. McColl (Chair)
Directors: L. Keys, P. Kohli, M. Seiling, F. Etherington, R.
Parent
General Manager: T. Belanger
Manager of Accounting: L. Trumper
Manager of Facilities: I. Anghel
Account Analyst: C. Suciu
REGRETS: B. Vrbanovic, Ted Bleaney, Bil Ioannidis, Andre Chin
1. Meeting Opening
1.1 Call to Order
The Chair called the meeting to order at 4:00 pm with a quorum present.
Bob McColl distributed the In- Caucus meeting minutes. They are not to be approved until the next
In-Caucus session. The minutes are for Board Member only and are to be destroyed once red.
Bob asked the members and staff that attended the ONPHA conference to present impressions and
opinions from the conference.
1.2 Declaration of Conflict of Interest.
There was no conflict of interest declared.
1.3 Approval of Agenda
:
Res #01-10-15: Approval of Agenda
On a motion by Mike Seiling seconded by Lisa Keys, that the agenda be approved
as
amended.
1.4 Approval of Minutes
Minutes were circulated with the agenda.
th
Res #02-10-15: Approval of Board Minutes – September 16, 2015
On a motion
by Mike Seiling seconded by Richard Parent, it was resolved that the
th
minutes of the Board Meeting of Sept 16, 2015 be accepted as true.
2. Finance & Administration Business
2.1 Mortgage Renewal: Shantz Terrace
The Mortgage Renewal Terms and Conditions for Shantz Terrace were circulated with the agenda.
Res #03-10-15: Mortgage Renewal: Shantz Terrace
On a motion
by Mike Seiling seconded by Lisa Keys, it was resolved that the Board
approve the attached prescribed resolution to allow the Ministry of Municipal Affairs
and Housing to arrange refinancing of the existing mortgage for 5 Maurice Street.
2.2 2015-2016 Insurance Renewal
Each year, KHI requests insurance renewal proposal from Housing Services Corporation/Marsh
st
(HSC) and Frank Cowan Insurance for the period commencing November 1.A comparison report
was circulated with the agenda
Res #04-10-15: 2015-2016 Insurance Renewal
On a motion
by Mike Seiling, seconded by Richard Parent, it was resolved that the
Board approve the recommendation to accept the proposed insurance renewal from Frank
Cowan Insurance at a premium net of taxes of $131,016
3. Facilities Operations/Property Management Business
3.1 Update: 430 Connaught Avenue
Julian provided information on:
KHI meeting with the architect and the Independent Living Centre of Waterloo Region
The Region approved four accessible units and the drawings have to be changed now to
reflect the change
A cost estimate from Dacon of $173.41/sqft for concrete with brick siding.
3.2 Contract Awarding: Ground Maintenance
was withdrawn and will be recirculated at a future
meeting
3.3 Contract Awarding: Janitorial Services
On September 2015 KHI/KNPPMI put out for tender the Janitorial service contract for all KHI sites.
The bid was sent to our traditional contractors and reputable contractors from the Region.
A bid summary was presented by Julian:
Fenix Cleaning - $5393.11
Quality Cleaning - $5260.00
Clean Up - $ 4414.00
Sandra Muir - $5694.00
Staff recommended that the contract be awarded to Fenix Cleaning. The Board had some questions on
why KHI is not recommending the lowest bid. One of the main reasons is security. Fenix Cleaning
offered to have the same person cleaning our building which will benefit our tenants.
Res #06-10-15: Contract Awarding: Janitorial Services
On a motion
by Lisa Keys, seconded by Preet Kohli, it was resolved that the Board
approve the recommendation to award the janitorial services contract for the next 2
years to the following company.
Fenix Cleaning and Maintenance Services
3.4 Contract Awarding: Waste & Recycling Collection
City of Kitchener put out for tender for their garbage pickup contract. Kitchener Housing it is part of
the tender process. Staff recommendation was BFI Canada for past performances and infrastructures.
After reviewing the data presented, the Board couldn’t make a decision as more information was
needed. Julian will prepare more comparison data and a final decision will be made the Board will
review the new data.
3.5 430 Connaught Demolition
The house on 430 Connaught will be vacant on November 15/2015 and KHI applied for demolition
permit in order to start the construction on the proposed development. Staff recommendation is to
award the demolition to Waterloo Demolition.
Res #07a-10-15: 430 Connaught Demolition
On a motion
by Frank Etherington, seconded by Preet Kohli, it was resolved that the
Board approve the recommendation to award the demolition of 430 Connaught to the
following company:
Waterloo Demolition
4. Matters for Discussion
4.1
The GM Report was circulated with the agenda. T. Belanger provided information on:
Traverse Independence Not for Profit Renewal Agreement
KHI Service Delivery Change Review
2015 KHI Work Plan Goals Update
4.2 KHI Service Delivery Change Report
The report was circulated with the agenda. No questions or discussion regarding the report.
4.3 Policy Sub-Committee Meeting, October 6, 2015.
The minutes were circulated with the agenda.
Res #08-10-15: Policy Sub-Committee Meeting
On a motion
by Lisa Keys, seconded by Preet Kohli, it was resolved that the Board
approve the meeting minutes of the Policies Review Sub-Committee meeting of
th
Tuesday October 6, 2015.
4.4 Traverse Service Agreement
This matter was deferred from September 16, 2015 meeting.
Res #09-10-15: Traverse Service Agreement
On a motion
by Richard Parent, seconded by Preet Kohli, it was resolved that the Board
authorize the Chair and General Manager to enter into a Service Agreement with
Traverse Independence Not-For-Profit for a period of five (5) years commencing on the
st
1 day of July, 2013 with two further 5-year options.
5. Matters for Noting
5.1 Correspondence
—Information about ROW Conditional Letter of Commitment 430 Connaught.
5.2 Board Business
—New Board Member Nomination Recommendation.
A Nominating Committee, represented by Mr. Bob McColl, Ms. Lisa Keys and Ms. Preet Kohli has
reviewed sixteen applications and has unanimously selected the return of Mr. Richard Parent and Mr.
.
Ted Bleaney to the Board for one additional termThe voting was deferred and it will be done via e-
mail.
5.3 Other Matters—
N/A
6. Meeting Closing
6.1 Next Regular Meeting
th
Next meeting: Wednesday November 18, 2015 @ 4:00 PM.
6.2 Meeting Adjourned
Res #11-10-15: Approval to Adjourn
On a motion
by Preet Kohli, seconded by Lisa Keys, it was resolved that the Board
st
meeting of October 21, 2015 be adjourned at 5:40 pm.
_________________________ ____________________________
Date
Chair
___________________________ ___________________________
Date
Vice--Chair