HomeMy WebLinkAboutKit Housing - 2015-11-18
Minutes
Board of Directors Meeting
th
Wednesday, November 18, 2015
City of Kitchener City Hall,
Schmalz Room
PRESENT: B. McColl (Chair) arrived at 4:15
Directors: L. Keys, P. Kohli, F. Etherington, A. Chin, B.
Ioannidis, T. Bleaney
General Manager: T. Belanger
Manager of Accounting: L. Trumper
Manager of Facilities: I. Anghel
Account Analyst: C. Suciu
REGRETS: B. Vrbanovic, R. Parent, Mike Seiling
Meeting Opening
1.1 Call to Order
In absence of B. McColl, T. Bleaney, Vice-Chair called the meeting to order at 4:05 pm with a
quorum present.
1.2 Declaration of Conflict of Interest.
There was no conflict of interest declared.
1.3 Approval of Agenda
:
The circulated Agenda was modified with Item 2: Finance and Administration being moved to In-
Camera and with a new item 4.3 Service Delivery Model added.
Res #01-11-15: Approval of Agenda
h ·z by Bil Ioannidis seconded by Andre Chin, that the agenda be approved
as
amended.
1.4 Approval of Minutes
Minutes were circulated with the agenda.
Res #02-11-15: Approval of Board Minutes October 21, 2015
On a motion
by Frank Etherington seconded by Preet Kohli, it was resolved that the
minutes of the Board Meeting of October 21, 2015 be accepted as true.
2. Finance & Administration Business to be discussed In-Camera.
3. Facilities Operations/Property Management Business
3.1 Update: 430 Connaught Avenue
Julian provided information on:
Development of 430 Connaught
Tenant moved out as of November 15, 2015
November 26, 2015 submission for site plan approval
A final construction budget to be presented at December Board Meeting.
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was withdrawn and will be recirculated at a future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.
the reasoning and rational for the recommendation and
have concluded that the Clean Up bid is reasonable and satisfactory. Staffs recommend that the Board
approve the recommendation to: Reconsider Board Resolution #06-10-15 Janitorial Services Contract
passed on October 21, 2015 and Award Janitorial Services contract for the next 2 years to Clean-Up
Environmental Janitorial Services.
Res #03-11-15: Contract awarding: Janitorial Services
On a motion
by Bil Ioannidis seconded by Lisa Keys, it was resolved that the Board
approve the recommendation to:
1. Reconsider Board Resolution #06-10-15 Janitorial Services Contract passed on
October 21st, 2015 and,
2. Award Janitorial Services contract for the next 2 years to Clean-up Environmental
Janitorial Services
4. Matters for Discussion
4.1 GM Report
The GM Report was circulated with the agenda. T. Belanger provided information on:
Development Initiative for Affordable Housing
KHI Board Succession Plan
2015 KHI Work Plan Update
4.2 KHI Service Delivery Model
The Service Delivery Model was presented at the last Board meeting. Tom asked the Board opinion
on the Model and if a Subcommittee should be created for future discussions. More information on
Andre, Lisa and Bob volunteered to work with Tom on the
Service Delivery Model.
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 Tuesday
th
October 6, 2015.
5. Matters for Noting
December Board meeting will be held in the Training Room starting at 3:00 PM.
6. In-Camera Business
6.1 Motion to go in-camera
Res #06-11-15: Approval for In-Camera
On a motion
by Ted Bleaney seconded by Lisa Keys, it was resolved that the Board
meet in-camera at 4:40 to discuss a legal matter.
6.2 Motion to come out of in-camera
Res #08-11-15: Approval to come out of In-Camera
On a motion
by Ted Bleaney seconded by Lisa Keys, it was resolved that the Board
come out of in-camera meeting at 5:20
7. Meeting Closing
7.1 Next Regular Meeting
th
Next meeting: Wednesday December 16, 2015 @ 3:00 PM.
7.2 Meeting Adjourned
Res #09-11-15: Approval to Adjourn
On a motion
by Lisa Keys seconded by Frank Etherington, it was resolved that the
Board meeting of November 18, 2015 be adjourned at 5:20 pm.
_________________________ ____________________________
Date
Chair
___________________________ ___________________________
Date
Vice--Chair