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HomeMy WebLinkAboutKHI - 2019-01-16Minutes Board of Directors Meeting 1"itchener January 16, 2019 City of Kitchener City Hall, Schmalz Room PRESENT: Chair: B. McColl Directors: T. Bleaney, F. Mendes, M. Mooney, B. Ioannidis, M. Ruetz, A. Chin (joined meeting in progress), P. Kohli (joined meeting in progress) REGRETS: 1. Meeting Opening General Manager: Lori Trumper Manager of Accounting and Administration: Scott Taylor Emily Parliament Guests: B. Blundon, C. O'Brien, D. Dore B. Vrbanovic, R. Parent 1.1 Chair Opening Remarks Bob McColl — Chair of the Board, called the meeting to order at 4:03 p.m. Three nominees as Associate Members were welcomed as guests to the meeting. The Board members introduced themselves and shared their backgrounds and roles for the benefit of the guests. 1.2 Declaration of Conflict of Interest There was no conflict of interest declared. 1.3 Approval of Agenda Res #01-01-19: Approval of Agenda On a motion by T. Bleaney seconded by M. Mooney, that the agenda be approved as amended to include an in camera session. Minutes were available for review at the meeting. M. Mooney noted that the date noted in section 7.2 needed to be changed from November 21, 2018 to December 19, 2018. 1.4.1 Approval of Board Minutes Res #01-92-19: A rov I of Board Minutes — December 19 2018 Subject to the change noted above, on a motion by B. Ioannidis, seconded by F. Mendes, it was resolved that the minutes of the Board Meeting of December 19, 2018 be accepted as true. 2. Finance & Administration Business 2.1 Finance Update S. Taylor presented the report. • HST Filings - The CRA has received and assessed our HST filings. The Board inquired about how much the financial outcome for the year varies from what was expected. L. Trumper advised that there will be a Resource Committee meeting in the next few weeks to present an analysis of the impact. Investment Redemption and Accounts — The Board received confirmation that the $2 million investment redemption was received and transferred to the City of Kitchener and that the account for KNPPMI is now open. • Yardi System Updates — The upgrade to Yardi was implemented during a system shut down between January 11th — January 141. The converted information has been validated, the system is in production and we are able to resume processing transactions. Staff will be implementing the payment processing module in the next stage of system upgrades which will allow more flexibility and options for accepting money from tenants (ie/online payments, transfers etc). • Year End - Preparation for year end financial reporting is underway and on target to meet the data entry deadlines of The City of Kitchener. There was discussion about the percentage of arrears in rent payment and S. Taylor advised that he will have more information in that regard at the next meeting. 2.2 Vacancy Loss Report S. Taylor presented the report. In the portfolio of a total of 764 units, there were 54 units turned over during the last year. L. Trumper advised that residents are asked to provide the reason(s) they have decided to give notice to vacate their home. There was discussion about conducting exit interviews and the various methods of conducting them and whether we should incentivize residents to participate. Staff will review options for providing information about why residents have chosen to vacate. 3. Facilities Operations/ Property Management Business 3.120 Union Lane — Elevator Modernization Project L. Trumper presented the report. Background on the project was shared, explaining that 20 Union Lane has only one elevator which needed to be modernized. The elevator was expected to be out of service for a period of time which was problematic given the needs of the residents of the building. Many of the residents are dependent on an elevator and needed to be relocated during the project. Delta Elevator Co. completed the elevator modernization work, which was a difficult project as half of the building is occupied by tenants with extensive support required so they had to stay in accessible hotels with support workers. It was noted that the project was completed under the estimated timeline and budget. It was suggested that it may be beneficial for residents requiring accessible units move downstairs or as new residents arrive that they be placed on the lower levels of the building to better accommodate their accessibility needs. 4. Matters for Discussion 4.1 General Manager's Report L. Trumper presented this report • 430 Connaught — The building is complete with Juliet balconies being installed on January 14th. The cost of the project will be discussed at a Resource Committee meeting which will be scheduled as soon as we have final numbers. The General Contractor will be invited to attend the Resource Committee meeting when the information is tabled. • B. Ioannidis stated that he is presenting to council a recommendation that the City of Kitchener support Kitchener Housing in its work to provide affordable housing. Bil extended an invitation to any board members to join him at Council when he makes the recommendation. Itemized capital costs and operating costs related to 430 Connaught presented at the Resource Committee will be helpful in identifying where support is required. • Region of Waterloo Operational Review — A response with respect to the Governance and Operational Management section is due by the end of February and L. Trumper will bring the information to either the Resource or Governance Committee prior to the end of February 2019. • Staff News — The Manager of Facilities and Account Analyst/Admin Assistant roles have been posted and our Home Inspector has accepted another position so we will be looking to fill her role shortly. This has provided an opportunity to evaluate how to fill the roles and what can be involved in current staff positions. • Staff Workshop — Staff will attend a workshop on January 22nd at Miller Thomson which will cover a variety of topics and allow staff to gain a better understanding of legal issues, tenant's rights, eviction processes and handling tenant's personal information. The Board had requested a debriefing at the next meeting to discuss the effectiveness of this session. 5. In- Camera Business 5.1 Motion to go In -Camera Res #01-03-19: Appr1olvall for In -Camera On a motion by M.Mooney seconded by A.Chin, it was resolved that the Board meet in -camera at 5:15 p.m. 5.2 Personnel/Legal Matter 5.3 Motion to come out of In -Camera Res #01-04-19: Approval to c me 9Ut gf In -Camera On a motion by A.Chin seconded by T. Bleaney, it was resolved that the Board come out of in -camera meeting at 5:44 p.m. 6. Matters for Noting (discussed only on exception basis) 6.1 Correspondence — CRA Letter 6.2 Board Business 6.3 Other Matters 7.1 Next meeting is scheduled on Wednesday February 20, 2019 between 4:00-6:OOpm. 7.2 Meeting Adjourned Res #01-05-2019; Approval to Adjourn On a motion by T. Bleaney seconded by M. Ruetz, it was resolved that the Board meeting of January 16, 2019 be adjourned at 5:45 p.m. d Chair, Date Vice -Chair Date "