HomeMy WebLinkAboutKit Housing - 2007-08-29Agenda Item #
KITCHENER HOUSING INC.
MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS
HELD: 200 King Street West, Kitchener, Ontario
DATE: August 29, 2007
TIME: x:00 p.m.
PRESENT:. ~ Carl Zelu•, Jerry Finnen, Loraine Rowan, John Gazzola, Andrew Head,
Jamie Hill
RESOURCE Karen Kwiatkowski, Ann Eckert, Christine Wilson, Cathy Shafe, Susan
STAFF: Campbell-Emans, Sally Kieswetter
ABSENT: Christina Weylie, Denny Cybalski, Birgit Heilig
1. Call to Order
Andrew Heed, Vice-Chair, called the meeting to order.
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 L. Rowan, seconded by J. Finnen and CARRIIJD, the agenda be approved.
4. Approval of the Board Minutes -June 27, 2007
The minutes of the Board of Directors meeting of June 27, 2007 had been circulated with the
agenda.
On a motion by C. Zehr, seconded by J. Hill and CARRIED, it was resolved that the
minutes of the Board Meeting of June 27, 2007 be accepted as a true and correct record of
the meeting.
5. Property Business
5.1 Tenant Placement Report
The Tenant Placement Report had been circulated with the agenda. C. Wilson gave an overview of
the report.
Because we are over the market rental target, there was no advertising in August.
Verbal confirmation has been received that there will be a slight change in the Social Assistance
scales for RGI rent calculations that will affect tenants receiving ODSP and CPP. As the change is
scheduled to take place November I, these changes for the affected tenants will be made
accordingly.
5.2 Lease Compliance -Utility Calculations
The Lease Compliance tJtility Calculations staff report was distributed. As part of their Lease
Agreement, all tenants are required to maintain the actual cost of utilities for their unit. The
overuse of hydro is evident in KHI's hydro consumption with wide fluctuations in the winter
months and the associated increased costs. Tenants who are in compliance with their gas heat are
angry at the increased cost to heat their apartments due to their immediate neighbour's non-
compliance. This year as part of their income verification, rgi tenants were asked to provide
verification of their utility contract as they get a heating allowance as part of their rental subsidy
calculation. Board members were asked to provide their comments by September 9 so that a formal
policy can be presented at the September Board meeting..
~5.3 Property Maintenance Report
The summer has been busy dealing with unit turnovers, safety concerns outlined in the Building
Audit report and work identified in the Capital Budget.
Retaining Walls/Dividin~ Walls
The block dividers at Gage are near completion and work at The Charles should start soon. Staff is
waiting for quotes for Linden Manor.
Cedar View
As many of the tenants have mobility issues, staff has requested quotes for automatic door openers.
Lancaster Maples
The CCTV cameras will be installed shortly in the back and front parking lots and main lobby.
Victoria School
Tenants have completed the RJC questiom~aire about water infiltration. RJC will do a visual
inspection to determine further testing.
Podium Work
The podium work is complete and staff is extremely satisfied with Albatech's workmanship.
3
5.4 Follow-up -nil
6. Finance & Administration Business
6.1 Financial Statements -June/July 2007 -Cedar View and Operating
The Financial Statements for June and July had been circulated with the agenda. A. Eckert gave
an overview.
On a motion by J. Gazzola, seconded by J. Finnen and CARRIED, the June and July
statements be approved.
6.2 Rental Arrears Report -June & July 2007
The Rental Arrears Report for June and July were distributed. S. Campbell-Emans gave the
report. The June arrears were 5° o; there were 3.5 units vacant and we were over the market
target by 12. The July arrears were 6%; there were 5 vacant units and we were over the market
target by 12. The arrears for these two months were high because of time spent training new
staff.
6.3 Staff Report -Handyman Report
A follow-up staff report regarding hiring of staff to replace the existing Handyman Contract was
distributed. It included job descriptions and budget information. To determine an hourly rate,
staff did a comparison of other housing providers. J. Finnen commented that the hourly rates
may need to be revietived based on the skills of the incumbents. Staff will report back on the
skills and hourly rates being sought by the applicants.
On a motion by J. Gazzola, seconded by J. Finnen and CARRIED, that staff proceed
with the hiring of 2 staff to perform the maintenance repairs as outlined in the job
descriptions presented for a two year term ending August 2009 at a budget not to exceed
$ 33,844 for 4 months in 2007; $ 112,148 for 2008 and $ 85,].08 to August 2009.
6.4 Follow-up -nil
7. General Manager's Report
The General Manager's Report had been circulated with the agenda.
7.1 Victoria School - Garage/Podium Update
A thorough review of f nal deficiencies is underway before holdback funds are released. There
was contract savings of $ 47,168 ($ 12,768 price adjushnents and $ 34,400 on the contingency).
4
7.2 Victoria School Balcony Assessment
RJC will be inspecting the balconies and their report will be presented to the Board.
7.3 idlortaa~e Renewals
The mort~a~es for Linden Manor and The Charles have been renewed with Scotia Banl< effective
October 1, 2007 at an interest rate of $ 4945%.
7.4 Laundry Capital Purchases
A coin sorter was purchased for the rolling of the laundry revenue and the cost is expected to be
recovered in the 2 year capital repayment plan.
7.5 New Staff
Sally Kieswetter has accepted the position of Account Analyst/Administrative Assistant effective
August 13.
,7.6 Insurance Tender
Our current insurance policy with Aon Reed expires November 1,~ 2007. The tender now
includes the option to quote for more than 1 year.
7.7 Investment Portfolio
The investment -sub-committee composed of J. Fimlen, J. Gazzola, D. Cybalski and K.
Kwiatkowski will meet on September 26~~' to discuss the fund distribution.
8. Other -nil
9. Open forum -nil
10. Caucus
Il. Adjournment
On a motion by J. Gazzola, seconded by A. Head and CARRIED, the meeting adjourned
at 5:35 p.m.
ACCEPTANCE OF MINUTES
~~
~~°Clairman
Secretary