HomeMy WebLinkAboutKit Housing - 2016-10-19
Minutes
Board of Directors Meeting
Wednesday, October 19 , 2016
City of Kitchener City Hall,
Schmalz Room
PRESENT: B. McColl (Chair)
Directors: T. Bleaney, R. Parent, A. Chin, B. Ioannidis, L.
Keys, F. Etherington, P. Kohli, M. Seiling
General Manager: L. Trumper
Manager of Accounting: S. Heide
Manager of Facilities: I. Anghel
Account Analyst: C. Suciu
REGRETS: B. Vrbanovic
1. Meeting Opening
1.1 Call to Order
Bob McColl- Chair, called the meeting at 4:00
1.2 Declaration of Conflict of Interest.
There was no conflict of interest declared.
1.3 Approval of Agenda:
Res #01-10-16: Approval of Agenda
On a motion by T. Bleaney seconded by A. Chin, that the agenda be approved
as modified.
1.4 Approval of Minutes
Minutes were circulated with the agenda.
Res #02-10-16: Approval of Board Minutes – September 21, 2016
On a motion by R. Parent seconded by L. Keys, it was resolved that the
minutes of the Board Meeting of September 21, 2016 be accepted as revised by deleting
section 3.3.
2. Finance & Administration Business
2.1 Financial Report for the period ending September 30, 2016
The reports for the Provincial portfolio as well as Cedar View and Howe Green were circulated
with the agenda. Scott presented the report.
Res #02-10-16: Approval of Board Minutes – September 21, 2016
On a motion by L. Keys seconded by T. Bleaney, it was resolved that the
Board approve the financial report for the period ending September 30, 2016.
2.2 Rental Arrears Report for the period ending September 30, 2016
Rental Arrears Report was circulated with agenda. Camelia presented the report. The arrears
for the month of September were at 3% with 4.9 vacancies.
2.3 Tenant Placement Report for the period ending September 30, 2016.
Tenant Placement Report for September 2016 was circulated with the agenda. Scott presented
the report. During the month of September we had 5 notices to vacate. The average days a unit
is vacant is 44. The Region’s expectation is to have no more than 15 days vacancy loss on a
unit. This number is driven by various reasons: applicants refuse the unit close to the move-in
date, fire destroyed unit, evictions, less SPP and Urgent applicant on the waiting list.
2.4 2016-2017 Annual Insurance Renewal
Each year KHI requests insurance renewal proposals from the Housing Services Corporation
st
/Marsh (HSC) and Frank Cowan Insurance for the period commencing November 1. HSC is a
group insurance program whereas Frank Cowan Insurance is an insurance company that
provides specialized insurance programs that include risk management services to municipalities
and organizations within the healthcare, education, community, children’s and social services
sector.
Res #04-10-16: Annual Insurance Renewal
On a motion by T. Bleaney seconded by R. Parent, it was resolved that the
Board approve the 2016-2017 Annual Insurance Renewal with Frank Cowan
Insurance.
2.5 SHIP Funding
In May 2016 the Ministry of Municipal Affairs announced an investment of up to $900m
over four years in energy retrofits for social housing and private residential apartment
buildings as part of the Climate Change Action Plan.
Management has identified the replacement of 159 unit furnaces across five different
properties as a project that meets the energy retrofit criteria of the SHIP funding. The
estimated cost of this project is $747,000 however it is anticipated that KHI will have an
opportunity to realize significant cost saving through bulk purchasing given the
magnitude of the project.
A few questions were raised at the meeting:
What happens if down the road KHI cannot manage the Property and we are tied
in a 20 year agreement?
Are expected to generate a report every year?
In the event of default is the entire amount to be paid back or is it a reducing
balance?
After discussions at the meeting it was resolved that the Board approves the application for
SHIP funding.
Res #05-10-16:Social Housing Improvement Program (SHIP)Funding
On a motion by B. Ioannidis seconded by Kohli, it was resolved that the
Board approve recommendation to proceed with the application for SHIP
funding.
3. Facilities Operations/Property Management Business
3.1 430 Connaught Housing Development – Updates.
Julian presented the updated on 430 Connaught.
Construction is in progress
All the foundation work has been completed d the backfill is now in place
Due to the site being extremely narrow, Dakon Construction requested access from
Dubrick Property Management and Dare Foods to use their parking lots. Both accepted
with the following requests: Dubrick Property Managements requested that KHI will
pave the parking lot once the construction is over and Dare Foods requested that the
grass to be restored and the parking lot to be repaved. The less costly alternative is to
accept Dubrick Property Management condition. The condition must be supported by a
letter from Dakon Construction and one from Kitchener Housing Inc.\\
The construction is ongoing as per the last construction schedule presented
4. Matters for Discussion
4.1 GM’s report
Lori provided information on the following:
Board Governance and Sub-committees. Lori suggested that the committee to have
at least three members and is recommending to start with an Ad Hoc Committee
that will be responsible for:
Validate or amend the proposed structure
Draft terms of reference for the committees
Draft a skills matrix for all Sub-Committees and the Board of Directors
Seek Board approval for the foregoing
Review list of Board member applicants and evaluate against the skills matrix
Ted Bleaney, Lisa Keys, Preet Kohli and Bob McColl volunteered to be part of the Ad Hoc
Committee.
Res #06-11-16: Board Governance Review Ad Hoc Committee
On a motion by B. Ioannidis seconded by A. Chin it was resolved that the
Board establish an Ad Hoc Committee to conduct a governance review and
establish Terms of Reference of the sub committees of the Board.
4.2 Nominating Committee
Ted Bleaney chaired this part of the meeting.
Richard Parent, Andre Chin and Ted Bleaney, members of the Nominating Committee
have received the application for the Board positions. The committee recommends the
reappointment of Bob McColl and Lisa Keys. Letters of recommendation have been
prepared for the committee’s signature and will be sent to City of Kitchener staff who
will forward to City Council for approval.
Res #07-10-16: Nominating Committee
On a motion by R. Parent seconded by A. Chin, it was resolved that the Board
accept the recommendation of the Nominating Committee for the
reappointment of Bob McColl and Lisa Keys for a third and second term
respectively.
4.3 Review Subcommittee
Bob McColl returned as Chair for the rest of the meeting.
Ted Bleaney, Bob McColl, Richard Parent and Bil Ioannidis will form the Review Subcommittee.
5. In-Camera Business
5.1 Motion to go In-Camera
Res #08-10-16: Approval for In-Camera
On a motion by A.Chin seconded by R. Parent, it was resolved that the Board
meet in-camera at to discuss a legal matter at 5:23 p.m.
5.2 Approval of In Camera Minutes – September 21,2016
Res #09-10-16: Approval for In-Camera
On a motion by R. Parent seconded by T. Bleaney, it was resolved that the
minutes of the In-Camera session of the Board Meeting of September 21, 2016
be accepted as true.
5.3 Motion to come out of in-camera
Res #10-10-16 Approval to come out of In-Camera
On a motion by Seiling seconded by T. Bleaney, it was resolved that the Board
come out of in-camera session of the October 19, 2016 Board Meeting at 5:33
p.m.
6. Matters for Noting – N/A
7. Meeting Closing
7.1 Next Regular Meeting
Next meeting: Wednesday November 16, 2016 @ 4:00 PM.
7.2 Meeting Adjourned
Res #11-10-16: Approval to Adjourn
On a motion by F. Etherington seconded by P. Kohli, it was resolved that the
Board meeting of October 19, 2016 be adjourned at 5:33 p.m.
.
__________________________ _____________________________
Chair Date
__________________________ ____________________________
Date
Vice--Chair