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HomeMy WebLinkAboutKit Housing - 2007-01-31Agenda Item ~4 ILITCHCNER HOUSING INC MINUTES OF THE 1VIEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, 2"~ Floor, City Hall DATE: January 31, 2007 'I'I~~IE: x:00 p.m. PRESENT: Denny Cybalski, Christina Weylie, Jen-y hinnen, Carl Zehr, John Gazzola, Birgit Heilig, Jamie Hill, Andrew Head RESOURCE STAFF: Karen Kwiatkowski, Susan Campbell-Emans, Ann Eckert, Cathy Shafe ABSENT: Lorraine Rowan 1. Opening Remarks Denny Cybalski called the meeting to order at 4:00 p.m. Denny welcomed the~new board members, Jamie Hill and Andrew Head. 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. Conl7ict of Interest Packages and sibs-off sheets for 2007 where included in the package. 3. A royal of A ends Agenda Item 6. Finance and Administration Business were moved ahead of Agenda Item 5. Property Business to ensure we had quorum for the items that need approval as the presentation by RJC was expected to be lengthy. Ou a motion by C. Weylie, seconded by J. Finnen, and CARRIED, the agenda be approved. 4. Approval of the Board Minutes - November 29 2006 The minutes of the Board of Directors Meeting of November 29, 2006, had been circulated with the agenda. Ou a motion by C. Zehr, seconded by B. Heilig, and CARRIED, it was resolved that the minutes of the Board Meeting of November 29, 2006 be accepted as a true and correct record of the meeting. Finance c4c Administration Business 6.1 Comparison of 2006 Benchmarks with 2007 Benchmarks The Comparison of 2006 Benchmarks with 2007 Benchmarks was circulated for the Boards i~lformation only. The February meeting will see comparisons on unaudited 2006 actuals. 6.2 Mort~aQe Renewal for 103 Gaffe Avenue The Board had a resolution in regards to the Mortgage Renewal for 103 Gage Avenue On a motion by B. Heilig, seconded by J. Fimien and CARRIED, WHEREAS KITCHENER HOUSING INCORPORATED (the "Corporation" .and/or "Housing Provides") has requested the Ontario Ministry of Municipal Affairs and Housing (the Ministry") to arrange on its behalf a t-eCnancing of the existing charge/mortgage of land (the "Mortgage") for its project municipality known as 103 Gage Avenue, Kitchener maturing on April 1, 2007 in the approximate amount of $2,441,418.58. AND WHEREAS the Ministry has agreed to arrange said mortgage financing and the Housing Provider agrees to be bound for those purposes by the terms and conditions contained in the said Mortgage, or any amendments thereto. THEREFORE BE 1'I' RESOLVED T~IAT: The Housing Provider hereby authorizes the Ministry to solicit and arrange on its behalf such Mortgage(s) or Mortgage facilities with a lender or its authorized agent (the "Lender") as it deems necessary, appropriate or advisable for the project identified above and for the maturity date aforementioned; The Housing Provider hereby agrees to be bo~uld to the Lender for such mortgage purposes and upon the terms and conditions contained in the said Mortgage, or any amendments thereto, and the Housing Provider hereby further agrees to mortgage its property and assets to secure its present and future obligations under the said Mortgage, or any amendments thereto, to the Leader, as deemed necessary or advisable; The Housing Provider hereby authorizes the designated signing Officers to enter into such agreement or agreements amending the terms of the said Mortgage and to deliver to the Lender such document or documents as may be deemed necessary, advisable or required by the Lender to give effect thereto; 4. The Housing Provider hereby confirms that this Resolution has been ratified and approved by its Board of Directors and it agrees to deliver this resolution to the Ministry and to the Lender. 5. The Housing Provider Further confirms that this resolution shall continue in force and cfl~ect until ~-vritten notice to the contrary is delivered to the Lender and the Ministry with receipt acknowledged by the Lender and the LVlinistry. 6.3 Follow-up -nil 5. Property Business 5.1 Tenant Placement Report The Tenant Placement Report was circulated with the agenda. Karen Kwiatkowski gave an overview ofthe report. Tenant Turnover 2006 The tena~~t placement report gave an overview of 2006. There were 67 RGI moveouts and 42 Market moveouts for a total of 109 moveouts in 2006. There were many reasons why people moved out ranging from transfers for "overhoused" or "underhoused" households, homeownership, deaths and there were 13 legal evictions. Current Turnover 2007 2007 started with 13 units available for rent for the period of January 1 to March I. Cun-ently, 7 of these units have been rent with 6 still available. Opportunity to Comment and Request for Reviews Overview The Social Housing Refot-~r~ Act provided for tenants to be notified of third part information about themselves that would lead to a negative decision about their tenancies anal also given the right to request a Review of a Decision that has been made that they would disagree with. Since this time, KHI Notices of Rent Calculations have included a statement allowing for a Request for Review. 1~rom 2004 to 2006 KHI Review Committee were asked to review 3 decision which resulted in 2 decisions being upheld and 1 decision being overturned. In 2006, 13 tenants where given the 30 days Opportunity to Comment as a result of receiving third party inforration that would, if true, lead to a negative decision for the tenancy. Of these, 10 were resolved within the time frame and came to satisfactory conclusions and 3 were resolved through legal evictions. Notices to tenants regarding Rent Adjustments and Decisions also include a statement inviting a Request for Review if they disagree with the Decision or the Rent Calculation. In ?006 there were no fiu-ther Request for Reviews. So far, discrepancies regarding rent calculation and retro-active charges have all been addressed immediately at the tenant request. Compliance and Future Reporting As giving tenants the "Right to Conuz~ent" and the right to "Request a Review of a Decision" is an issue of compliance tinder the Social Housing Reforni Act, it will become a topic of this monthly report. KHI Review Policy is available for Board members at any time. Legal Actions Regarding t11e case where the tenant has added an illegal enclosure on the balcony, the Adjudicator told us at the Hearing that there would be an Order to dismantle the enclosuue by a specific date and that the tenant is to be responsible for the total cost to restore the balcony back to the original condition. The other legal action regarding the unsupported tenant with significant mental health issues is still ongoing. There is another hearing scheduled and our hope is to get him into supportive housing. 5.2 Property IVlaintenauce Report Linden Vianor Twin City Tile has been hired to replace the second floor common area carpet. Victoria School Twin City Tile will be replacing a small section of worn hardwood on the second Moor with safety flooring. Our Security Tenant, Fred Bishop, is replacing furnace filters in the new section of the school for preventative maintenance. Lost Kev Policy The Lost Key Policy has been revised for approva On a motion by C. Weylie, seconded by J. Gazzola and CARRIED that the Lost Key Policy be approved with the following costs changes. Replacement keys $10.00 Swipe card for Victoria School $15.00 Elevator key for Victoria School X25.00 Lock replacement (per lock) Mailbox $0.00 Unit ~~S.OQ Parking Policv The Parking Policy was revised for the purpose of increasing the monthly charges as follows: On a motion by J. Finnen, seconded by J. Gazzola and CARRII/D, the Parking Policy was revised to say extra parking, when available would be $20 per month and $25 for underground parking at Victoria School Non-tenant parking is $30 per month when available. 5.3 RJC -Podium Presentation Michael Pond, Philip Sarvinis from RJC presented their recommendations and their Summary of The Garage Assessment for Victoria School. Maaja Eichfiiss from Tod Hunter Assoc. presented landscape Option 2. The scope of services included a review of the original structural drawings and a comprehensive visual wall< through. They assessed as follows: • Pipe penetration in underground parking is causing roof slab cracks • Deterioration of slab waterproofing • Waterproofing membrane is no longer performing and has met its life expectancy • Loose laid system (not possible Co determine failure location) • Water infiltration has not affected the structural integrity of the building or parking garage • Deterioration is likely to increase if action not taken • Waterproof System is in need of replacement Courses of Action • Full removal and replacement of the podium deck/garage roof slab waterproofing system • Removal of existing landscaping finish • Localize concrete repair and slab surface preparation • histallation of a new 2 ply hot rubberized waterproof system • Reinstall present landscape system (Option l) or redesign landscape system (Option 2) 6 RJC will look for qualifications of contractors before submitting recommendations. COnStI'tletloll repairs time frame is April 2 to June 2l, 2007 for completion. 5.4 RJC -Exterior Balcony Condition Assessment RJC did an overview of the balconies and it appears the concerns are the same, that being the waterproofing system. Possible costs for the balconies was estimated at X110,000 to Q185,000 however a full balcony condition assessment is required. 5.5 Roof Tender Results There were three quotes submitted for re-rooting for 355 Charles, 5 Maurice and 231 Weber. OF the three submitted, Can' Am Roofing submitted the lowest bid of $154,394.24. Can Am has successfully completed work for KHI in the past. On a motion by C. Weylie, seconded by J. Finnen, and CARRIED, the Re- Rooting of 355 Charles, 5 Maurice and 231 Weber be .awarded to Can Ain Roofing at the bid pt7ce of $154,394.24. C. Zehr left the meeting at 5:50 5.6 2007 Capital Reserve Budget The 2007 Capital. Reserve Budget was handed out at the meeting. Project details totalling X310,732 were presented. On a motion by J. Finnen, seconded by B. Ileilig, and CARRIED, the 2007 Capital Reserve Budget was approved for $310,732. 5.7 Follow-Up -nil 7. General Manager's Report The General Manager's Report was circulated with the agenda. Karen Kwiatkowski gave the report. 1. Property Tax Assessment for KHI & KNPPMI Properties As requested by the Board of Directors at an earlier meeting, Requests for Reconsideration were filed with the Municipal Property Assessment Corporation (MPAC) for all properties that increased substantially from 2005 to 2006 (original report attached). The substantial increases in multi-residential (over seven units) property assessment has been suppoi red by MPAC as: • Base year 2003 re[lected RGI rents and not market rents. When the 2003 base year was updated for 2005, assessment was based nn market rents and not RGI rents. • The real estate sale of multi-residential unit from 2003 to 200 has been "hot". The increase in real estate values has been reflected in the ?006 assessment. Although KHI is anon-profit and properties according to our agreement can not be sold until mortgages ace fully paid, MPAC must still place a cui~-ent market value on these properties. Assessment values for properties that have fewer than seven units have increased between 7 to 12%, which is supported by the increase in real estate values/sales. The rationale provided by MPAC was found to be valid and that filing Iiirther Notices of Complaint with the Assessment Review Board will not be necessary at this time. Z. ReQian of ~Vatcrloo -Operational Review The Region as Service Manager has spelled out their Adrninist-ative requirements as per the Social Housing Reform Act (2000) and will begin testing housing providers in 2007. It is very specific in nature and staff has already begun a thorough review to insure that we are in ' compliance in all areas. Some administration areas will be reviewed, strengthened and incorporated into the 2007 work plan. 3. Safe and Healthv Committee Karen Kwiatkowski has been selected to serve atwo-year term on the City's Safe and Healthy Community. The SHCAC projects and initiatives currently in progn-ess are a good fit with Kitchener Housing Inc. as we continue to develop and strengthen the safety and perception of safety within the KHI portfolio. 4. Ma fair Hotel - u date We cun-ently have sixteen tenants at the Mayfair Hotel. Approximately five tenants will'be considered Hard-to-House.as they come with hard core additions to alcohol and are not willing to modify their life styles. The Region of Waterloo has given us the opportunity to transfer these tenants within our KHI portfolio, however given that we have no support dollars to assist these tenants; it will be extremely difficult to house them internally. As there is no community Harm Reduction programs available to accommodate these tenants, finding suitable housing will be very difficult 8. Correspondence S.1 KHI Schedule of iVleetin~s - in(~orn~ation only 9. Open Iiorum 10. Caucus 11. Adjournment On a motion by C. Weylie, seconded by B. Heilig, and CARRIED, the meeting adjourned at 6:05 p.m. ACCEPTANCE, OF f ~, -TES ~_ _ -~ .~-. .. _ _. ,~ ~_ _ ~~~ Charon ~ ~~ S re dry