HomeMy WebLinkAboutKHI - 2019-02-20Minutes
Board of Directors Meeting
Kttc�hener Wednesday February 200 2019
Houmng City of Kitchener City Hall,
Schmalz Room
PRESENT: Chairs: B. McColl & T, Bleaney
Directors. B. loarmidis, F. Mendes, M. Ruetz, A. Chin, P. Kohli, B.
Blundon, C. O'Brien, D. Dore, D. Chapman
General Manager: L. Trumper
'rk.ecorder: E. Parliament
REGRETS: B. Vrbanovic, R. Parent, M. Mooney
® Meeting Opening
B. McColl — Chair of the Board, called the meeting to order at 4:03 p.m.
B. McColl announced that the following items were approved by Council on January 29,
2019:
That Daryl Dore and Ted Bleaney be appointed to the Board of Directors for
Kitchener Housing Inc. as Community Directors for a three-year term ending
November 30, 2021
That Barb Blundon and Cassandra O'Brien be appointed to the Board of Directors
for Kitchener Housing Inc. as Associated Directors for a three —year term ending
November 30, 2021
That Richard Parent be extended as a Community Director for the Board of
Directors for Kitchener Housing Inc. until April 2019
That Richard Parent be appointed to the Board of Directors for Kitchener Housing
Inc. as an Associate director effective April 2019 for the term ending November 30,
2021
That Associate Directors for the Board of Directors for Kitchener Housing Inc. be
given first consideration for vacant Community Director Positions
Bil Ioanniclis and Debbie Chapman were appointed to the Board
B. McColl announced his resignation from the board and submitted his final expenses to
L.Trumper. He announced that T. Bleaney will be the interim chair until amendments are
-nade in March.
T. Bleaney thanked B. McColl for the time and energy that he has dedicated to the Board
over the years, and expressed gratitude for his beneficial contributions.
B. McColl distributed past minutes and electronic files from the last four years to T.
Bleaney and then left the meeting.
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On a motion by B. loannidis seconded by A. Chin, it was resolved that the
minutes of the Board Meeting of January 16, 2019 be accepted as true.
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Air Handling/Water Heaters - In the Spring of 2018, the Board received a
recommendation to replace the air handling, water heating equipment at 35 Linden,
5 Maurice and 278 Carwood with a new leased system from Grand HVAC Leasing. At
this point, we are considering how to proceed for optimal cost efficiency and
maintaining reasonable standards for the tenants. L. Trumper enlisted the help of an
engineering firm to further research and offer advice on the heating systems for the
property, including whether to keep the current system and replace some equipment
or proceed with changing the heating and water systems at these proper -ties. One
issue is that there may be space constraints with a newer system, however, there is
also limited availability of replacement heating coils with the current systems. The
engineering firm will provide a report in March and L. Trumper will provide an
update to the board about their recommendations.
� 25 Joseph Plumbing —There have been ongoing plumbing issues over the past 2 to 3
years, and a more thorough investigation is needed as the Centre for Family
Medicine is being affected and damaged frequently. There are a range of issues from
small leaks that have caused water damage to sewage back ups that have affected
the Centre for Family Medicine. Notices have been distributed tothe tenants
outlining what can and cannot be flushed, however the issue is continuing. L.
Trumpor has recruited the services of Walter Fedy engineers and a plumbing
contractor to complete a thorough review of the plumbing system and provide
advice on how to best repair the system. This may need to be budgeted over 2 to 3
years, and the immediate priority |ssolving the sewage backup issues in the leased
section of the building. L Trumper has been recruiting parties involved in the
original hazardous material study that would have been done at the time Qf
renovations, as this has been requested by Walter Fedy. She will report the findings
back tnthe Resource Committee.
T. Bleaney suggested that it would be helpful for Board members to tour the sites in
order bmgain further knowledge and abetter understanding ofour properties for our
group discussions.
�
Waste Managennent—VVe are still awaiting a response regarding the sub terrain waste
containers at 31 C)prington and 45 Howe. L. Trumper has requested that curbside
pick upheresumed atthese two locations.
�
Other items -VVeare currently working through general maintenance across the
properties, which will be increased in the Spring when the weather allows additional
grounds work and outside repairs tObecompleted successfully.
The door panels at 25 Joseph and 35 David have been switched and the door entry
time has been reduced bmprevent an ongoing concern with non residents coming
into the building.
Asecurity company iscurrently auditing several KHI properties and checking for
lighting issues that may cause security concerns.
MOM
�43OConnaught Building—The final fees for this project have been received and S.
Taylor has been preparing the final reports, which will hesubmitted bmthe region
shortly, The capital costs to build as well as the operational budget will be presented
to the Resource Committee on February 21, 2019. L Trumpervvill be meeting with
representatives from DakQn,T|m Welch Consulting and Mart|nS|nnmonsArchitects mn
March 5 and they will prepare a report of recommendations for future pK8eC1S which
will discussed in later board meetings. T. Bleaney questioned whether plans had
been established yet for a Grand Opening and |twas decided that the timing and
details vvmu|d be formulated ata later date.
m Committee Meetings —The 0sSOuroe Committee will meet On February 215t to discuss
the 3018 financial statements, HST filings and the final costs for 430 Connaught.
The Governance Committee will meet on February 26mto discuss the
recommendations and requirements that were outlined by the Region of Waterloo's
Operational Review. The response isdue bythe end ofFebruary, soitwill be
discussed in detail atthis meeting.
� Staffing —It has been difficult to |Qge some long term employees, but new candidates
are being actively recruited bvthe Pod Group for the positions ofResident
Engagement Coordinator, Manager of Facilities and Account Analyst. There is high
confidence that this will yield reputable candidates to join our organization. The role
of Home Inspector will likely be revamped and restructured but that will be
discussed further after the hiring of Manager of Facilities.
°
Staff workshop —N| staff and M. Mooney attended a legal workshop on January 22»u
to discuss a variety of topics, such as the rights and responsibilities of tenants and
landlords, privacy nfinformation, human rights, an understanding mfrisk and
learning ways to reduce our risk through everyday practices. It was a very in depth
session and beneficial for staff, as it a||mvved opportunities to ask questions related to
past orcurrent experiences smvve can better resolve issues and understand the
logistics behind certain decisions oractions taken by all parties involved.
T. Bleaney commented that M. Mooney spoke very highly of the presentation and its
considerable benefits and that vvBwill have materials soon to distribute to the board
outlining the information learned.
Building Condition Audit — The BCA's have been received from the Region of Waterloo
and they will be reviewed and compared to the long term capital expenditure plan
and recent capital expenditures and feedback will be provided to the region by mid
month.
On a motion by B. loannidis seconded by A. Chin, it was resolved that the
Board meet in -camera at 4:42 p.m.
On a motion by A. Chin seconded by M. Ruetz, it was resolved that the Board
come out of in -camera meeting at 5:40 p.m.
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*,n a motion by - seconded by it was resolved that t
Board meeting of February 20, 2019 be adjourned at 5:45.
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