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Home My WebLink AboutKit Housing - 2007-06-27KITCHENER HOUSING INC MINUTES OF THE MEETYNG OF THE BOARD OF DIRECTORS HELD: Cedar View, 35 Cedar Street South, Kitchener DATE: June 27, 2007 TIME: 4:00 p.m. PRESENT: Denny Cybalski, John Gazzola, Birgit Heilig, Andrew ~-dead, Jamle K111, Loraine Rowan, Carl Zehr, Jerry Finnen. RESOURCE STAFF: Karen Kwiatkowski, Ann Eckert, .Christine Wilson, Pam Lowrick, Cathy Shafe ABSENT; . Christina weylie 1. ~ 0 enin 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 tl~e Directors in terms of the By-laws. 2. Conflict of Interest Wnil 3. A rova~ of Agenda 0n a motion by J. Finnen, seconded by B. Heilig, and CARRIED, the agenda be approved. 4. A roval of tl~e Board Minutes - Ma 30 2007 The minutes of the Board of Directors Meeting of May 30, 2007, had been circulated with the agenda. On a mation by J. Gazzola, seconded by B. Heilig, and CARRIED, it was resolved that the minutes of the Board Meeting of May 30, 2007 be accepted as a true and correct record of the meeting. G ~, Baard of Directors -Election of Executive Election of Executive on a motion by J. Finnen, seconded by B. Heilig and CARRIED, Denny Cybalski be elected Chair, on a n~otian by J. f,innen, seco~~ded by L, Rowan and CARRILD, Andrew 1-lead be elected Vice-Chair, motion b J. Finnen seconded b J, ~=~i~l and CARRIED, Birgit Hellig be elected on a y y Secretary. on a motion by J. Gazzola, seconded by B, Heilig and CARRIED, Jerry Finnen be elected Treasurer. . G,~ Proper Business . 6, ~ Tenant Placement Report r The Tenant Placement Report was circulated with the agenda, Christine Wilson gave an overview of the report. Christine reported that for the period between June 1 to August 31107, there are a total of 19 notices to vacate. 0f these, 11 have been rented, This is the time of year with the largest turnover rate, Applications seenn to be taming from young professionals looking to relocate to this area due to more jobs available in the downtown area. Q ortunit to Comment and Re uest far Review As of this date, there is one Request for Review and the deadline is July 31. Annual Income Verifcation_~AIV ante again during the ASV process, tenants need to show con~irn~ation of liability insurance. This year, those tenants who do not have insurance are asked to sign a special declaration confirming their understanding of the financial and legal consequences of not having insurance. A copy of the Declaration was circulated for the Board's review. J ~,2 Pro er Maintenance Re ort washers and Dr ers Washers and Dryers have been installed and we have received positive feedback from our tenants. Raof Replacement -Charles The roof replacement went well at Charles Stand tenants were cooperative in all aspects. Waldau Woods waldau woods continues to have sporadic problems with rats since the Ira Needles construction. Staff continues to monitor tl~e situation and will be holding discussions with the Region, . Ad for Contractor Staff is preparing an ad far plumbers, locksmiths, heating and electrical contractors to try and attract smaller businesses and service providers for better prices. Flushing of all Sewer Lines It is recommended that we power flush the sanitary drains yearly or every second year. Staff is setting up a program to set up a two year cycle with halt the portfolio being done every year. Lancaster Exterior Chris Tulk has been contacted about stucco repairs at Lancaster Maples and will revietiv the building in July to see what repai~•s are required. 6.3 Ca Ital Builc~in U rades-Revisions to 2007 Bu~~et -handout Fallowing receipt of the Building Condition Audit report by the Stonewell group, a number of revisions had to be made to the 2007 project schedule previously approved in order to address the safety priorities Identified. The revised schedule was distributed. Some revisions were made with the thought that some of the projects can be done by in- 1louse staff when the hiring of maintenance stafl'is completed. ~n a motion by A. Head, seconded by J. Mazzola and CARRIED, the revised Capital Building Upgrades for 2007 totalling $ X33,024 be approved as presented. ~.4 Follo~v-u --nil 4 7. Finance & Administration Business 7.1 Hand man Analysis-stal'fre ort The staff report regarding hiring of staff to replace the existing Handyman Contract was distributed by Karen. Staff was recommending that the current Handyman Contract with ~ & S Maintenance and Innovative Painting be extended from July 1, 2007 to October 15, 2007 at their current hourly rate. , A summary of the actual 2006 contract costs and comparable alternative service by a senior maintenance and intermediate bulld.~ng maintenance staff shows some cost . , ,savings, Job descriptions and a proposed budget for the two new positions will be presented at the August board meet~~ng. 7.2 Financial Statements ~ NIa 2007 Cedar'~i~c~v ~- MaY 2007 . The Financial Statements far Ma were circulated with the agenda. A. Eckert gave an . y overview. 4n a motion by J. Finnen, seconded by C. Zehr and CARRIED, the May statements be approved. 7.3 J~cntal Arrears Re ort ~- Ma 2007 Tl1e Rental Arrears Report for May had been circulated with the agenda, Pamela Lowrick gave the report. The arrears for May were 3"/0, There was a vacancy loss of 2 and we were over the market target by 14. 7.~ Follow-u -nil 8. General Manager's Re ort 1. Victoria School - Cara ~e 1 Podium a date As of June 19 work was one week behind schedule. A progress payment of $177,000 has been released and another progress payment is due shortly. The Request For Proposal ~RFP} to assess the condition of the apartment balconies and exterior apartment stucco system closes in July and the results will be summariLed and delivered to Board members for review and comment. s 2, Buildin Condltlon Audlt and Re lacement Reserves The BCA Sub-Committee met to discuss the Stonewall Group report and suggested some changes such as mortgage maturity, energy allowances and roof replacements. 3, News from the Social Housin Services Cor oration r ~nVP.Ct111P,t1~~ The SHCS I~lvestment Sub-Committee is working on developing some additional investment funds. They will then work with PHN on the details. • Asset Mana ement Sub-Committee SHSC is reviewing the structure of the Building Condition Audit reports and cleating a template to clearly define capital reserve spending and expense thresholds. • Insurance Program SHSC will be offering tenant. insurance soon. Toronto Housing Corp. and Victol•ia Park Community Homes will pilot the program. The results will be sha~~ed with I~HI and a decision to enter into the program will be requested at that time. ' r Arrears Data Base The Arrears Data Base has been endorsed by all 47 service managers in ~ntal•io and will be fully operatio~~al by tl~e end oftl~e year. The data base will share tenant arrear information across Ontario and is under the service manager's administration to keep cu~~•ent. r ~ner~~ Pro~am SHSC is developing a new energy program and business plan, KHl is on the wait lest for the next pilot project, 9. ~~her 9,1 l'hili s ~~aUer & Nort~~ - information The Transaction Confirmation statement from Philips Hager & North lead been circulated with the agenda for the Board's information. 9.2 SHSC Financial Inc. The SIISC Financial Inc newsletter had been circulated with the agenda for the Board's information. 10, ~pcn Forum -nil 11, Caucus 12. Adjournment an a motion by ~, Gazzola, seconded by A. Head, and CARRIED, the meeting adjourned at 5.35 p.m. ACCEPTANCE ~F MINUTES .~~•w..~..._..,._,_,,.w.~~W..~ ~ Chairman