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HomeMy WebLinkAboutKit Housing - 2007-03-28KITCHENER HOUSING INC 1VIINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, 2nd Floor, City Hall DATE: March 28, 2007 TIME: 4:15 p.m. PRESENT: Denny Cybalski, Carl Zehr, John Gazzola, Birgit Heilig, Loraine Rowan, Jerry Finnen, Andrew Head, Jamie Hill RESOURCE STAFF: Karen Kwiatkowski, Susan Campbell-Emans, Ann Eckert, Christine Wilson ABSENT: Christina Weylie 1. Opening Remarks Denny Cybalski called the meeting to order at 4:15 p.m. The notice of the meeting was submitted with the information that the notice had been mailed to the Directors in terms of the By-laws. 2. Conflict of Interest -nil 3. Approval of Agenda On a motion by J. Finnen, seconded by C. Zehr, and CARRIED, the agenda be approved. 4. Approval of the Board Minutes -February 28, 2007 The minutes of the Board of Directors Meeting of February 28, 2007, had been circulated with the agenda. On a motion by L. Rowan, seconded by A. Kead, and CARRIED, it was resolved that the minutes of the Board Meeting of February 28, 2007 be accepted as a true and correct record of the meeting. 5. Property Business 5.1 Tenant Placement Report 2 The Tenant Placement Report was circulated with the agenda. Christine Nilson gave an overview of the report. Christine reported that for the period between March 1 to June 1/07 there are a total of 17 notices to vacate. Of these, l l have been rented and 6 are still available. Le al Action We have received the ORKT order confirming the expectation that the structure at 20 Union Lane be completely removed and KHI allowed to inspect for damage by March 31/07. If the tenant does not comply KKI must respond before April 30, 2007. However, we have now received an Interim Order requesting a Review of this Decision. We have contacted our lawyer, Derek Collins. We will know more of this process by the next Board meeting. Regarding the legal action with the tenant with significant mental health issues and disruptive behaviour all has been peaceful. ~Ve are waiting for a transfer to a more ideal unit. Resident Tenancies Act The new Tenant Agreements are being prepared for review by our solicitor. Tenant Hydro Costs It has come to staff's attention that a few tenants who are responsible for their own gas bills have been supplementing their heat with electric heaters which is putting a strain on KHI's hydro bills. Staff have seen micro furnaces and the new decorative electric fire places in units and we have been informed that there are units that record no gas consumption. The Tenant Agreement states tenants are not to use electric heaters or any other major electric appliance without KHI's permission. We have found a few households who have not had any significant gas consumption for years. While we have been able to get some of these issues resolved, we want to formally address this problem so that we are better set up for next winter. It was suggested that tenants provide documentation to support gas consumption annually from the gas company. For those tenants who are not able to demonstrate a reasonable use of gas, the RGI would be adjusted by removing the allowance for a period of time until they could demonstrate a typical use of gas. It was also suggested that we look at other organizations to find out how they have dealt with this type of issue. 3 5.2 Property Maintenance Report Landscapin Contract Bids for the landscaping contract were submitted by four contractors. All bids were substantially more that we had budgeted for. After some discussion, our current contractor, Lawrence Lawn Care agreed to exercise the third year option from his original contract for the amount of $122,675.91 for the period of Apri11, 2007 to March 31, 2008. On a motion by B. Heilig, seconded by L. Rowan and CARR~D, the 3rd year option for the Landscaping Contract with Lawrence Lawn Care be accepted in the amount of $122,675.91 for the period of Apri11, 2007 to March 31, 2008. Elevator Upgrades at Victoria School The Technical Standards and Safety Act requires upgrades to the sheave jammers on both elevators at Victoria School be completed by July 31, 2007. Tenders went out to three companies. Schindler Elevator Corporation No Bid Safeguard Elevator Maintenance $12,500 per elevator Delta Elevator $18,764 both elevators On a motion by J. Finnen, seconded by B. Heilig and CARRIED, the contract for upgrades to the sheave jammers on both elevators at Victoria School be awarded to Delta Elevator at their bid price of $18,764. Capital Building Assessment With the recent staff change, it was decided that the Capital Building Audit which was originally put aside to the fall of 2007, needed to be done now. The Stonewell Group Inc was recommended by staff at a fee of $48,000. On a motion by C. Zehr, seconded by L. Rowan and CARRIED, The Stonewell Group Inc be awarded the Capital Building Audit at a fee of $48,000. Electrical Contract Staff recommended Davco Services, which is our current electrical contractor, have their contract extended at the current hourly rate of $35.50 for April 1, 2007 to March 31, 2008. 4 On a motion by J. Finnen, seconded by J. Gazzola and CARRIED, the current electrical contract with Davco Services be extended for April 1, 2007 to March 31, 2008 at the current hourly rate of $35.50. 5.3 Follow-u -nil 6. Finance & Administration Business 6.1 Financial Statement -February 2007; CedarView -February 2007 The Financial Statements for February were circulated with the agenda. A. Eckert gave an overview. On a motion by J. Gazzola, seconded by L. Rowan and CARRIED, the February statements be approved. 6.2 Rental Arrears Report -February The Rental Arrears Report for February had been circulated with the agenda. S. Campbell-Emans gave the report. The arrears for February were 3%. There was a vacancy loss of 3 and we were over the market target by 10. 6.3 Comparisons of 2005/2006 Heating and Plumbing Service Calls Ann Eckert handed out a report showing a comparison of costs and the number of heating and plumbing service calls in 2005 and 2006. Keating calls decreased in 2006; however, costs increased significantly. Plumbing showed a marginal increase in calls but a significant increase in costs. 6.4 Philips, Hager & North Philips, Hager & North transaction details were circulated for information only. 6.5 Follow-u -nil 7. General Manager's Report The General Manager's Report was circulated with the agenda. Karen Kwiatkowski gave the report. 1. Victoria School - Garage /Podium update • The Board approved Albatech's Bid price $416,245 + GST via e-mail polling for the Victoria School podium repairs. S On a motion by J. Finnen, seconded by B. Keilig and CARR~D Albatch's bid price $416,245 + GST for the Victoria School podium repairs be approved. • Landscape review. Construction comes first, this price does not include any landscaping at this time however we will ask how much it would cost to remove the concrete pad in the courtyard. • Expression of Interest (EOI) for Balcony/Exterior upgrades -Engineering Consultants • As discussed at previous Board meetings, the balconies and exterior facade on the interior courtyard are in need of repairs. Following the same timeframe as was used to address the garage/podium upgrades, KHI needs to prepare an engineering EOI for early summer with the report being available for review at the August Board meeting. This will allow the engineers to report back by early fall with their findings and the Board can make their decision on addressing the water infiltration into the units. 2. Victoria School - maintenance upgrades • Direct Energy has been providing a Preventative 1Vlaintenance Protection Plan to Victoria School systems for a number of years. ~Ve have asked them to provide KHI with a total mechanical review to address a number of problems that have occurred lately with the boiler system, air makeup units, heat circulation and plumbing. • Background -During initial construction in 1993, the boiler system and hot water system were directly linked as one system and supplied a large amount of hot water for the Community Center industrial kitchen. As this is no longer a requirement, the hot water system is overworking the boiler system by still supplying hot water into the 200 gallon holding tank. Removing the hot water system from the boiler heating system is one of Direct's suggestions, then, when one system is down, the tenants will not lose heat and hot water simultaneously. Other issues; replacement of old piping, chemical treatment to be resumed to the domestic hot water system, removing zone modules and replacing the modules with an "intelligent control module system". • CO sensors system is not working in the garage at Victoria School. The exhaust system stays open 24-7 and is heating constantly which was reported to us by Direct Energy. There was some discussion regarding repairs and when they can be done. 8. Correspondence 8.1 KHI Board of Directors Information -update only 8.2 Expressions of Interest - Regional 1Vlunicipallty of Waterloo Rental & Supportive and Brownfield Redevelopment Opportunities under the Canada -Ontario Affordable Housln~ Program -information 6 9. Open Forum 10. Ca_ 11. Adjournment On a motion by B. Heilig, seconded by A. Head, and CARRIED, the meeting adjourned at 5:15 p.m. ACCEPTANCE OF 1VIINUTES Chairman Secretary KITCHENER HOUSING INC BOARD MEETING WEDNESDAY, February 28, 2007 10. CAUCUS NlaYfalr Hotel Karen had a meeting with the City of Kitchener on February 27, 2007 regarding the Mayfair. City staff have asked that Kitchener Kousing relocate all of the tenants from the Mayfair Hotel as they want the building vacant by October 1, 2007. Of the tenants that are still living in the Mayfair, l2 of the 15 will be very hard to house. These hard to house tenants will need help filling out applications and will be driven around by KHI 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 KKI's scope of service is for the City and want staff to check with legal council at the City to make sure the relocation of the Mayfair tenants is done according to the Act. Tenants are entitled to 120 days notice. The Board also wanted to know how KHI will be compensated for additional staff time dedicated to the Mayfair. ACCEPTANCE OF MINUTES Chairman Secretary