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HomeMy WebLinkAboutKit Housing - 2007-02-28KITCHENER HOUSING INC MINiJTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, 2na Floor, City hall DATE: February 28, 2007 TIME: 4:00 p.m. PRESENT: De-nny Cybalski, Christina We-ylie, John Gazzola, Birgit IIe-ilig, Andrew head, Loraine- Rowan RESOURCE STAFF: Karen Kwiatkowski, Susan Campbell-Emans, Ann Eckert, Christine Wilson ABSENT: Jamie hill, Jerry Finnen, Carl Z~hr 1. Opening Remarks De-nny Cybalski called the- meeting to order at 4:00 p.m. The- notice- of the- meeting was submitted with the- information that the- notice- had been marled to the- Directors in terms of the- By-laws. 2. Conflict of Interest -nil 3. Approval of Agenda The- Mayfair was added to the- agenda. On a motion by C. Weylie, seCOnded by L. Rowan, and CARRIED, the agenda be approved as amended. 4. Approval of the Board Minutes -January 31, 2007 The- minutes of the- Board of Directors Meeting of January 31, 2007, had been circulated with the- age-nda. On a motion by A. head, seconded by B. IIe-ilig, and CARRIED, it was resolved that the- minutes of the- Board Meeting of January 31, 2007 be accepted as a true and correct record of the meeting. 5. Property Business 5.1 Tenant Placement Report The- Tenant Placement Re-port was circulated with the- agenda. Christine- Wilson gave- an overview of the- re-port. Christine- reported that for the- period between January 1 and March 31/07 there- were- a total of 19 notices to vacate. Of these, 9 have- been reined. Leal Action We are- still waiting for the- Order regarding the- ille-gal balcony structure- at Union Lane. It is clear that we will get the Order to have- the- structure- removed, however it is not clear of the time frame. The- other le-gal matter regarding the- Conant with disruptive- behaviour resulting from a mental health issue, we have- afireed to transfer to the- only ideal location within KHPs portfolio. ~Iaving identified this site, we are- now waiting for a vacancy. ~Iis behaviour has been completely peaceful and cooperative- since- our promise- to transfer, do re-pairs to his furnace- and plumbing and his promise- not to drink. Resident Tenancies Act With the- institution of the- RTA effe-dive- January 31, 2007, there are- significant changes to be made- to our le-ase- which is currently being worked on. We have- to start using the new Le-ase- and Information Package- as soon as possible. We are- planning to start March 1, 2007. There- have- been other significant changes with the- RTA. Tenants may now bring up re-pairs and other maintenance concerns that they may have- with the landlord. We will be posting 24 hour notices to tonants when we have- upcoming hearings so that we can gain access to take- pictures of their units for use, if needed, at the- hearings. Also with the- TPA, tonants could lose- there- housing with a de-fault order if they did not file- a dispute. ~Iowever, the- RTA has changed this where- there are- no longer de-fault orders. There will always be a hearing. The- Board went into Caucus at this time. 5.2 Property Maintenance Report Victoria School Doc Lock Inc. has completed the- rekeying of all doors at Victoria School as part of our CEPTED Audit with regards to security. Landscaping/Snow Removal The- tonder for the- Landscaping/Snow Removal contract has been place-din The- Re-cord. The- contract will run from May 1, 2007 to April 15, 2009 with a third year renewal option. Plumbing The- recent cold snap has caused se-venal plumbing emergencies with broken pipes. Cedar Mill has had several problems with the- water pipes free-zing in the- underground parking area. These unforeseen re-pairs have- taken abite- out of the- 2007 budget. Unit Inspe-coons Bi-annual unit Inspections will be-gin next month for most town home- sites and will carry on throughout the year. 5.3 Follow-up -nil 6. Finance & Administration Business 6.1 Financial Statement -January 2007; CedarView -January 2007 The- Financial Statements for January were- circulated with the- agenda. A. Eckert gave- an overview. On a motion by J. Gazzola, seCOnded by L. Rowan and CARRIED, the- January statements be approved. 6.2 Rental Arrears Report -January The Rental Arrears Report for January had been circulated with the agenda. S. Campbell-Emans gave- the- re-port. The acrears for January were- 3~Io. There- was a vacancy loss of 1 and we-were- over the- market target by 9. 6.3 Unaudited 2006 Actuals After re-view of the- 2006 unaudited actuals vs budget, staff were- asked to re-port back on; 1. the- increase in heating and plumbing costs, preparing a re-port on actual service calls in comparison to 2005 actuals. 2. staff to complete the- new Regional Information Re-turn to determine the- portion of the revenues that KHT will retain in order to re-duce- the- $11,474 deficit in expenses. 6.4 Follow-up -nil 7. General Manager's Report The- General Manager's Re-port was circulated with the- agenda. Karen Kwiatkowski gave the report. 1. Victoria School - Garage /Podium update The- Invitation to Te-nder was advertise-din The- Re-cord on Saturday February 3, 2007. A mandatory pre-te-nder site- inspection was held on February 22 and the- to-nder closes on March K. All 10 companies that came to the- pre--bid meeting have- worked with RJC in the- past. Board members were- asked to Check their availability to discuss the- bid submissions on March 12 or 13 at 4:00 pm - KHT office. 2. Audit The- audit will be-gin on March 12 and ready in draft form at the- beginning of April. Karen had asked for a few volumeers to re-view the- draft and make- any suggestions to the final documents. 3. Affordable Housing Strate~y The- next wave of the- Provincial Affordable Mousing Program - Requests for Proposals - has been delayed until March. This time, the- initiative- will be on the- use- of Brownfield lands. Regional staff are also listening to groups looking to address the- "hard to house" population in this wave (we have- a few tonants at the- Mayfair that would transfer with supports into a "hard to house" model nicely). There is a lot of energy and discussion taking place- within the- housing sector regarding persistent homelessness and harm reduction models. 8. Correspondence K. l KHI Board of Directors information -update only 9. Open Forum 10. Caucus 11. Adjournment On a motion by B. ~Ieilig, seCOnded by L. Rowan, and CARRIED, the- meeting adjourned at 5:15 p.m. ACCEPTANCE OF MINUTES Chairman Secretary KITCHENER HOUSING INC BOARD MEETING WEDNESDAY, February 28, 2007 CAUCUS Mayfair Hotel Karen had a meeting with the- City of Kitchener on February 27, 2007 regarding the Mayfair. City staff have- asked that Kitchener Mousing relocate all of the- tonants from the Mayfair Motel as they want the- building vacant by October 1, 2007. Of the- tonants that are- still living in the- Mayfair, 12 of the- 15 will be very hard to house. These hard to house- tonants will need help filling out applications and will be driven around by KHT staff to look at areas that they would want to apply to. This is going to take a lot of staff time- away from the- office. The- Mayfair will either be renovated or demolished. The- Board asked what KHPs scope- of service is for the- City and want staff to Check with le-gal council at the- City to make- sure- the- relocation of the- Mayfair tonants is done according to the- Act. Tenants are- entitled to 120 days notice. The- Board also wanted to know how KHT will be compensated for additional staff time- dedicated to the- Mayfair. ACCEPTANCE OF MINUTES Chairman Secretary