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HomeMy WebLinkAboutKit Housing - 2007-04-25KITCHENER HOUSING INC MINiJTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Corporate- Conference-Room, 9t~~ Floor, 30 Duke- Street DATE: Apri125, 2007 TIME: 4:45 p.m. PRESENT: De-nny Cybalski, Carl Z~hr, John Gazzola, Birgit Ileilig, Loraine- Rowan, Christina We-ylie, Andrew head, Jamie hill RESOURCE STAFF: Karen Kwiatkowski, Susan Campbell-Emans, Ann Eckert, Christine Wilson ABSENT: Jerry Finnen 1. Opening Remarks De-nny Cybalski called the- meeting to order at 4:45 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 On a motion by C. We-ylie, seCOnded by C. Zehr, and CARRIED, the agenda be approved. 4. Approval of the Board Minutes -March 28, 2007 The- minutes of the- Board of Directors Meeting of March 28, 2007, had been circulated with the- agenda. On a motion by C. Zehr, seCOnded by A. head, and CARRIED, it was resolved that the- minutes of the- Board Meeting of March 28, 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 April 1 to June- 30/07 there are a total of 18 notices to vacate. Of these, 7 have- been rented and 11 are- still available. Opportunity to Comment and Request for Re-view As of the- meeting there- have- been no Requests for Review. Currently, there are- 2 new Opportunity to Comment letters with May 10, 2007 deadlines. Le-gal Action Regarding the- ille-gal balcony structure, there- was a Re-view Nearing on April 10/07 where- it was decided to adjourn until May 15/07. The- member decided to address both the- re-view and the- possible- new hearing together on that date. ~Iowever, we are- applying for an alternate- date- as our solicitor is not available- on May 15/07. Tenant ~Iydro Costs In follow-up with other housing providers, it appears that our units that have- both a utility paid by us (hydro) and the- other by the- Conant (gas) are- unique. There-fore, staff are proposing apractice and policy of revue-sting verification of gas consumption during Annual Income- review. The- Annual Income- re-view package- will include- the rewirement to present verification of gas consumption. Those- tonants who are- unable- to provide- a gas bill will be given the- Opportunity to Comment and Request for Re-view as the decision to withdraw the- utility allowance- and possible le-gal action under the RTA. 5.2 Property Maintenance Report Fire- Safety Maintenance- Contract Bids from four contractors were submitted. This is a three year contract which will run from May 1, 2007 to Apri130, 2010. The- reCOmmendation is to award the- three year contact to GE Security at a yearly rate- of $38,887.16. Their hourly rate- at $85 was higher than the- other bids, however, this company has extensive knowledge of the- equipment at Vic School which is the- bulk of service-calls. On a motion by C. Z~hr, seconded by J. Mill and CARRIED, the- Fire- Safety Maintenance- Contract be awarded to GE Security at their bid price- of $38,887.16 for the- period of May 1, 2007 to Apri130, 2010. Laundr~quipment Contract Tenders are- ready to go for quotes to purchase- energy efficient front load washer and gas dryers for our portfolio. The- tonder closes April 30, 2007. Twenty one- sets of laundry equipment are- rewired. M~intan~n~a ('nntr~~t S & S Renovations & Maintenance- and Innovative- Painting have- afireed to extend their contract for one year. On a motion by A. Mead, seconded by J. Mill and CARRIED, the- maintenance contracts with S & S Renovations & Maintenance- and Innovative- Painting be extended for one year at their current rate. 5.3 Follow-up -nil Finance & Administration Business 6.1 Financial Statement -March 2007; CedarView -March 2007 The- Financial Statements for March were- circulated with the- agenda. A. Eckert gave- an overview. On a motion by J. Gazzola, seCOnded by L. Rowan and CARRIED, the- March statements be approved. 6.2 Rental Arrears Report -March The Rental Arrears Report for March had been circulated with the agenda. S. Campbell- Emans gave- the- re-port. The acrears for March were- 2~Io. There- was a vacancy loss of 4 and we-were- over the- market target by 1 1. 6.3 Mort~a~e Renewal - 355 Charles Street East The- Board had a resolution in regards to the- Mortgage- Renewal for 355 Charles Street East, On a motion by J. Gazzola, seCOnded by J. Mill and CARRIED, WHEREAS KITCHENER HOUSING INCORPORATED (the- "Corporation" and/or "Mousing Provider") has requested the- Ontario Ministry of Municipal Affairs and Mousing (the- Ministry") to arrange- on its be-half a refinancing of the- existing charge-/mortgage- of land (the- "Mortgage") for its project municipality known as 355 Charles Street East, Kitchener maturing on September 1, 2007 in the approximate- amount of $2,222,450.52. AND WHEREAS the- Ministry has afireed to arrange- said mortgage- financing and the Mousing Provider agrees to be bound for those- purposes by the- terms and conditions contained in the- said Mortgage, or any amendments thereto. THEREFORE BE IT RESOLVED THAT: 1. The Mousing Provider hereby authorizes the- Ministry to solicit and arrange- on its be-half such Mortgage(s) or Mortgage- facilities with a le-nder or its authorized agent (the- "Lender") as it deems necessary, appropriate- or advisable- for the- project identified above- and for the- maturity date aforementioned; 2. The Mousing Provider hereby afirees to be bound to the Le-nder for such mortgage- purposes and upon the- terms and conditions contained in the said Mortgage, or any amendments thereto, and the Mousing Provider hereby further afirees to mortgage- its property and assets to secure its present and future- obligations under the- said Mortgage, or any amendments thereto, to the Lender, as deemed necessary or advisable; 3. The Mousing Provider hereby authorizes the- designated signing Officers to enter into such afireement or afireements amending the- terms of the- said Mortgage- and to deliver to the Le-nder such document or documents as may be deemed necessary, advisable- or rewired by the Le-nder to give effect thereto; 4. The Mousing Provider hereby confirms that this Resolution has been ratified and approved by its Board of Directors and it afirees to de-liver this resolution to the- Ministry and to the Le-nder. 5. The Mousing Provider further confirms that this resolution shall continue in force- and effect until written notice- to the- contrary is delivered to the Le-nder and the- Ministry with receipt acknowledged by the Le-nder and the Ministry. 6.4 Mort~a~e Renewal -15 Linden Avenue The- Board had a resolution in regards to the- Mortgage- Renewal for 15 Linden Avenue, On a motion by J. Gazzola, seCOnded by J. Mill and CARRIED, WHEREAS KITCHENER HOUSING INCORPORATED (the- "Corporation" and/or "Mousing Provider") has requested the- Ontario Ministry of Municipal Affairs and Mousing (the- Ministry") to arrange- on its be-half a refinancing of the- existing charge-/mortgage- of land (the- "Mortgage") for its project municipality known as 15 Linden Avenue, Kitchener maturing on September 1, 2007 in the approximate- amount of $2,173,517.40. AND WHEREAS the- Ministry has afireed to arrange- said mortgage- financing and the Mousing Provider agrees to be bound for those- purposes by the- terms and conditions contained in the- said Mortgage, or any amendments thereto. THEREFORE BE IT RESOLVED THAT: 1. The Mousing Provider hereby authorizes the- Ministry to solicit and arrange- on its be-half such Mortgage(s) or Mortgage- facilities with a le-nder or its authorized agent (the- "Lender") as it deems necessary, appropriate- or advisable- for the- project identified above- and for the- maturity date aforementioned; 2. The Mousing Provider hereby afirees to be bound to the Le-nder for such mortgage- purposes and upon the- terms and conditions contained in the- said Mortgage, or any amendments thereto, and the Mousing Provider hereby further afirees to mortgage- its property and assets to secure its present and future- obligations under the- said Mortgage, or any amendments thereto, to the Le-nder, as deemed necessary or advisable; 3. The Mousing Provider hereby authorizes the- designated signing Officers to enter into such afireement or afireements amending the- torms of the- said Mortgage- and to de-liver to the Lender such document or documents as may be deemed necessary, advisable- or rewired by the- Le-nder to give- effect thereto; 4. The Mousing Provider hereby confirms that this Resolution has been ratified and approved by its Board of Directors and it afirees to de-liver this resolution to the- Ministry and to the Le-nder. 5. The Mousing Provider further confirms that this resolution shall continue- in force- and effect until written notice- to the- contrary is delivered to the Le-nder and the- Ministry with receipt acknowledged by the Le-nder and the- Ministry. 6.5 Air Conditioning 2007 Rate On a motion by A. Mead, seCOnded by J. Mill and CARRIED, that the air conditioning rates for 2007 not be increased. 6.6 Followup -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 • Construction has commenced. • First progress draw Apri125t~~, 2007. • Generally, residents have- been very cooperative-with contractors, level of noise and alterations to their access. • Parking had been accommodated on site. Joseph Street reconstruction may throw a curve- into our construction time- table- with the- closure of Joseph Street. Joseph Street lane-way access is rewired by mid May for the- Albatech contractors and also to accommodate- our rearranged resident parking. ~Iad we-had some- notice of this street closure, we-could have altered the- timetable- of our upgrade. The- City is attempting to resolve- our access issues. • Centre Courtyard Improvements -The- playground structure in the- centre courtyard is not to code. The- sand bottom also causes many problems as it attracts the area cats and other buried items. When staff met with the- residents and disclosed the- proposed courtyard landscape- upgrades, all were- very happy with the- improvements and the- available- enlarged social area. With the- restrictive cost implications and Board's dire-coon to not spend the- $106,000, staff believe it is still very important to provide- the- enlarged social area to the- residents. Staff is proposing a happy medium by modifying the- playground area with benches and a BBQ area for the- forty residents that have no outside- space- and the- other 49 residents which are- not allowed to operate BBQs on their balconies. • The- board questioned the- idea of having BBQ's in the- courtyard -who would look after them, keep them clean as they would likely be BBQ's which rewire charcoal. More- rovestigation into the- options for this area are- needed. 2. Stonewell Group Staff are- very impressed with the- field work be-ing done- by this company. The- two gentlemen are- not only personable- with the- residents, they are- very revealing with their on-site- inspections and have- brought immediate concerns to our attention, the most immediate be-ing the- roof that was commissioned in 2002 at Linden Terrace- and is now failing (shingles) in a number of areas. Staff is meeting with the- roof contractor to resolve- this issue- prior to this same- contractor starting their work at 355 Charles Street. The- Stonewell building assessment audit re-port should be completed in May for our review. 3. Employment -Property Manager Ad in the- Re-cord and on Workopolis until April 30, 2007. 8. Correspondence 8.1 Phillips, Hager & North -update- only 8.2 AMO Principles for Social Housing in Ontario -information 8.3 Board of Directors -Contact Information 2007 -information update Open Forum 10. Caucus 11. Adjournment On a motion by J. Gazzola, seCOnded by A. Mead, and CARRIED, the- meeting adjourned at 5:50 p.m. ACCEPTANCE OF MINUTES Chairman Secretary KITCHENER HOUSING INC BOARD MEETING WEDNESDAY, February 28, 2007 10. 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