HomeMy WebLinkAboutKit Housing - 2007-05-30KITCHENER HOUSING INC
1VIINUTES OF THE MEETING OF THE BOARD OF DIRECTORS
HELD: Board Room, Kitchener Housing, l l Weber St W., Kitchener
DATE: May 30, 2007
TIME: 4:00 p.m.
PRESENT: Denny Cybalski, ,John Gazzola, Birgit Heilig, Christina Weylie, Andrew
Head, Jamie Kill, Jerry Finnen
RESOURCE
STAFF: Karen Kwiatkowski, Susan Campbell-Emans, Ann Eckert, Christine
Wilson, Pam Lowrick, Cathy Shafe
ABSENT: Carl Zehr, Loraine Rowan
1. Opening Remarks
Denny Cybalski called the meeting to order at 4:10 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
Two items were added to the agenda, the Mayfair and signing authority approval.
On a motion by C. Weylie, seconded by A Head and CARRIED, the
agenda be approved as amended.
4. Approval of the Board Minutes -April 25, 2007
The minutes of the Board of Directors Meeting of April 25, 2007, had been circulated
with the agenda.
On a motion by A. Kead, seconded by J. Kill and CARR~D, it was
resolved that the minutes of the Board Meeting of April 25, 2007 be
accepted as a true and correct record of the meeting.
John Gazzola joined the meeting at 4:15.
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5. Property Business
5.1 Tenant Placement Report
The Tenant Placement Report was circulated with the agenda. Christine Nilson gave an
overview of the report.
Christine reported that for the period between May 1 to July 30/07 there are a total of 17
notices to vacate. Of these, 8 have been rented, 4 are on offer and 5 are still available.
The one market rent unit that must remain at market rent is the one bedroom apartment at
Cedar View.
In keeping with our approved target, 6 market rents are now being offered at RGI of
which 2 units are currently incurring vacancy loss.
After the writing of the tenant placement report, Alice St. became available and has been
rented.
Annual Income Verification
With the approval of the new market rents, we are prepared to start the annual income
verification process for the following sites: Linden Manor, Carwood Green, Union Lane,
Lancaster Maples, Izma Green, George Vanier Place and the David Street units.
The most important feature of this year's Verification of Income process is that we are
asking all tenants to present their gas and hydro contracts.
As this is a new KHI requirement for the RGI calculation, we are anticipating a lot of
discussion with tenants and likely some requests for reviews.
On a motion by J. Finnen, seconded by B. Keilig and CARRIED, the
requirement for all tenants to present their gas and hydro consumption billings at
annual income verification is approved.
5.2 Property Maintenance Report
Gas Lines - Dry
Five local companies were contacted to provide a quote to install the gas lines to our sites
for gas dryers. 0f the five companies that were contacted, only two responded.
TSM $15, 590 Tiger Plumbing Inc. $12,440
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Tiger Plumbing's quote of $12,440 is the base price, with the cost of hoses extra. Tiger
Plumbing has done work for Kitchener Utilities. $13,890 is allocated in the budget.
On a motion by J. Kill, seconded by J. Finnen and CARRIED, the washer and
dryer contract be awarded to Tiger Plumbing at their bid price of $12,440 plus the
cost of hoses.
Victoria School
Kitchener Wilmot Kydro has sent a letter and pictures of the hydro vault door located
under the laneway at Victoria School. The door and frame are completely rotted. They
provided a list of possible contractors and after contacting the companies, we received
only one quote from Nlelloul Blarney Construction Inc. for $5,600.
On a motion by C. Weylie, seconded by A. Head and CARR~D the contract for
replacement of the vault door located under the laneway at Victoria School be
awarded to Melloul Blarney Construction at their price of $5,600.
Lancaster Maples
Money was allocated in the 2007 budget for exterior caulking, interior painting and
expansion j oints at Lancaster Maples however; the stucco on the exterior of the building
shows several cracks with water stains. Ideally the stucco should be addressed prior to
this work, but finding a reliable contractor to diagnose the problem and provide a
solution, proves to be a challenge. Any board recommendations would be appreciated.
Direct Enemy
Our current maintenance plan with Direct Energy for the portfolio is $17,176.62 yearly.
As of June 1, 2007, they will be increasing this amount by $390.61 per month. This
includes maintenance on the boilers, make up air systems, hot water tanks and furnaces
depending on the sites. During the spring inspection, it was noticed that their obligations
were not being fulfilled and staff was recommending we not continue with this company
and advertise for a local company to provide a plan.
Capital Building Assessment
We have received the draft copies from The Stonewell Group and based on their findings
the Capital Reserve Funds for Victoria School depletes in 2011. There is no refinancing
permitted. Reserves are set aside for each property. Asub-committee will be formed to
investigate ways to solve this shortfall.
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Waste Removal Contract
Mr. Pickup has agreed to extend their contract and hold their price for one year. The only
increase would be landfill charges.
On a motion by J. Finnen, seconded by B. Heilig and CARRIED the extension of
the contract with 1VIr. Pickup for one year to July 31, 2008 be approved.
Granny
It was asked for suggestions for assessments to repair Granny Flat and
suggestions were to put an advertisement in the newspaper for contractors.
5.3 Laundry Analysis
Of the 3 bids submitted, Coinamatic was the lowest bid at $58,060.80 for 21 sets of
Heubsch front load washers and dryers. The life expectancy of the machines is a
minimum 5 years. The savings to KHI will be approximately $7,925. per year. The price
per load will be increased from $1.00 to $1.50 per load. The Capital payback is 1.5 to 2
years.
It was staff's recommendation that the laundry equipment be purchased using the
internally restricted reserve funds based on the following information. The revenues
earned in excess of the 2006 actual of $23,883 be used to replenish the fund. That after
the internally restricted reserve funds are replaced ($71,950.80) that a fund be established
to replace the laundry equipment and that additional non-rental revenues be used at the
discretion of the Board for the betterment of the portfolio.
On a motion by J. Finnen, seconded by A. Kead and CARR~D, the purchase of
21 sets of Keubsch front load washers and dryers be awarded to Coinamatic at
their bid price of $58,060 (net of GST) using internally restricted reserve funds.
6. Finance & Administration Business
6.1 Financial Statement -April 2007; CedarView -April 2007
The Financial Statements for April were circulated with the agenda. A. Eckert gave an
overview.
On a motion by J. Gazzola, seconded by J. Hill and CARRIED, the April
statements be approved.
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6.2 Rental Arrears Report -April
The Rental Arrears Report for April had been circulated with the agenda. S. Campbell-
Emans gave the report. The arrears for April were 2°~0. There was a vacancy loss of 1
and we were over the market target by 13.
The board went into Caucus at this time
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
• Concrete was poured on Friday June 8, 2007
• Contractors will begin working on weekends to make up for the concrete delays.
• First progress draw has been released.
• Generally, residents have been very cooperative with contractors, level of noise
and alterations to their access.
2. Employment -Property Manager
Karen announced that Sue Campbell-Emans has been awarded the Property Manager
position. Sue filled this position a number of years ago. Sue will do a terrific job and
will be a good compliment to Cathy Shafe's experience and character.
A number of additional duties have been added to the roles of the two Property
Manager positions which will relieve some of the burden of the rental staff.
Pam Lowrick has joined us from Waterloo Region Housing in the Accounts
Analyst/Administrative Assistant position.
3. Handyman Analysis
KHI expensed $206,000.For handy man services in 2006. A total breakdown of the
descriptions and costs (labour) will be presented at the June meeting as well as an
analysis of how to bring some of these services in-house by hiring a Property
Maintenance staff person later this year.
4. Si~nin~ Authority
In order to process invoices for payment, 2 authorized signatures are required.
Currently Cathy and Karen have signing authority. In order to ensure there is always
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two staff available for signing it was requested that Sue Campbell -Emans and
Christine Wilson also become a signing authority.
On a motion by C. Weylie, seconded by J. Finnen and CARRIED, that Sue
Campbell-Emans and Christine Nilson be granted signing authority.
8. Correspondence
8.1 Champion of Downtown Kitchener -information only
8.2 Ministry of Municipal Affairs and Housing -information
9. Open Forum -nil
10. Caucus -the Board went to Caucus at this time.
11. Adjournment
On a motion by J. Gazzola, seconded by A. Head and CARRIED, the meeting
adjourned at 5:35 p.m.
ACCEPTANCE OF 1VIINUTES
Chairman
Secretary
KITCHENER HOUSING INC
BOARD MEETING
WEDNESDAY,1VIay 30, 2007
10. CAUCUS
Nlayfalr Hotel
Staff discussed the time and effort required to relocate the Mayfair tenants. There have
been 6 move-outs so far and 8 are still to be relocated. This is a very time consuming and
challenging effort for KHI staff and questions about compensation were discussed.
ACCEPTANCE OF MINUTES
Chairman
Secretary
