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HomeMy WebLinkAboutKit Housing - 2008-01-30KITCHENER HOUSING INC MINiJTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City hall, 200 King Street West, Kitchener DATE: January 30, 2008 TIME: 4:00 p.m. PRESENT: Carl Zchr, John Gazzola, De-nny Cybalski, Birgit Ileilig, Jamie hill Kelly Galloway, Paul Ilolowaty RESOURCE STAFF: Karen Kwiatkowski, Ann Eckert, Cathy Shafe, Christine- Wilson, Camelia Suciu ABSENT: Jerry Finnen, Andrew head 1. Opening Remarks De-nny Cybalski, Chair called the- meeting to order at 4:05 p.m. and welcomed our ne-west Board Director Paul Ilolowaty. 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 J. Gazzola, seCOnded by Paul Ilolowaty and CARRIED, the agenda be approved. 4. Approval of the Board Minutes -November 28, 2007 The- minutes of the- Board of Directors Meeting of Nove-mber 28, 2007 had been circulated with the- agenda. On a motion by John Gazzola, seCOnded by Jamie hill and CARRIED, it was resolved that the- minutes of the- Board Meeting of Nove-mber 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 had been circulated with the- agenda. Christine- Wilson gave- an overview of the- re-port. Tenant Turnover Between November 30/07 to April 1/08 there are a total of 27 notices to vacate. Of these, 22 have- been reined. There are- a couple of vacancies due to eviction. The- 1 bedroom unit at Cedar View is a market only unit and we-have- had no response to the- advertising in the- newspaper. Carl Zehr and Kelly Galloway emered the- meeting at this time. Annual Income- Verification Effe-dive- January 1~`, 2008, 6 RGI house-holds have- had their RGI withdrawn due to noncompliance- for not providing the rewired income- documents. This has had a negative impact on January rent arrears. There- will likely be Requests for Re-view as this process moves towards possible- economic evictions. Verification of Utilities and Tenant Liability Insurance All market and RGI tonants have- been advised by mail that they have to present verification of Utility Contracts and Tenant Liability Insurance. Karen reported that there is apilot project where- 2non-profits purchased the- insurance- and are- charging the- cost to the- tenants. She- will get more- information and re-port back. Le-ase- Compliance- Policy Staff is revue-sting that the Le-ase- Compliance- Policy, approved by the- Board on October 31, 2007, be ame-nded to remove all refere-nces to se-coon numbers of the- Lease Agreement as the- numbe-ring changes with revisions to the le-ase. On a motion by C. Zehr, seCOnded by J. Gazzola and CARRIED, the Lease Compliance- Policy be ame-nded to delete all refere-nces to se-coon numbers of the Lease Agreement. 5.2 Property Maintenance Report The- Property Maintenance Re-port had been circulated with the- age-nda. Cathy Shafe gave an overview of the- re-port. Elevator Te-nder The- Elevator Te-nder had been sent to 4 contractors: Delta Elevator, Niagara Elevator, Thyssen Krupp Elevator and Safe-guard Elevator. Only Delta and Thyssen Krupp responded. On a motion by J. Gazzola, seCOnded by B. ~Ieilig and CARRIED, the- Elevator Contract be awarded to Thyssen Krupp for a period of 3 years from February 1, 2008 to January 31, 2011 at their tonder price- of $ 40,635 providing their insurance is in good standing. Cedar View The- Resident Manager at Cedar View has resigned as of January 28, 2008. An codependent cleaner has been hired to do the- cle-aning at Cedar View and Cedar Mill until the- Cle-aning Contract comes up for renewal December 1, 2008. 5.3 Cedar Hill Roof Review Cedar Mill's original flat roof with inverted membrane-was put on at construction in 1991. The- expected life- span of the- roof was 20 years however, the- Building Condition Assessment Survey recomme-nded that the- roof be replaced in the- spring of 2008. A history of problems due to the- roof le-along had been circulated with the- agenda. 5.4 Flat Roof Specification -Cedar Hill - 73 Church Street The- Invitation to Bid -Roof Replacement Specifications for 73 Church Street Flat Roof Replacement had been circulated with the- age-nda. Cathy Shafe gave- an overview. The to-nder will be sent to Can Am, Nedlaw, Alliance, Flynn and Roque- Roofing. The- only change- suggested was that a minimum 2 ply or other alternative- rubber membrane be requested. 5.5 Follow-up -nil 6. Finance & Administration Business 6.1 Financial Statements -nil 6.2 Capital Improvements from Reserve Fund - 2008 Proiect Details The- draft capital improvements for 2008 had been circulated with the- age-nda. It was learned that as of today the- roof replacement at Vanier has been added to the list. As well, the- cost for the- stucco and balcony upgrades will be added to the- list once- a decision has been made. On a motion by J. Gazzola, seCOnded by C. Zehr and CARRIED, the- draft capital improvements as of January 18, 2008 of $ 463,050 for 2008 be approved as presented and staff will re-port back with the- additional cost for the- Vanier roof replacement and stucco and balcony upgrades at Victoria School for approval. 6.3 Rental Arrears Report -December 2007 4 The- Rental Arre-ars Re-port for Dece-tuber had been circulated with the- agenda. Camelia Suciu gave- the- re-port. The acre-ars for Dece-tuber were- 6~Io and some of the acre-ars are- due to tonants who have skipped. We were- over the- market target by 3. 6.4 Follow-up -nil 7. General Manager's Report The- General Manager's Re-port for January had been circulated with the- age-nda. Karen Kwiatkowski gave- an overview. Items 7.1 and 7.2 were discussed in Caucus. 7.3 Technical Services Division The- in-house- technical staff is catching up on the- back log of maintenance requests and beginning to learn the- complexities of our diverse- housing stock. Both technicians have- been honing their trouble-shooting skills very well. Their uniforms will soon be ordered and will provide- an extra level of comfort to our tonants when they arrive- on site to complete- re-pairs as they will be identified as K~II staff K. Other Letter from Christina Wei -thank you for parting gift Phillips, ~Ia~er & North Investment Account Statement as of December 31, 2007 Board of Directors/Staff Contact Phone- Numbers -please advise- Camelia Suciu of any changes. 9. Open Forum -nil 10. Caucus 11. Adjournment On a motion by J. Gazzola, seCOnded by P. ~Iolowaty and CARRIED, the meeting adjourned at 5:20 p.m. ACCEPTANCE OF MINUTES Chairman Secretary Board of Directors Meeting Wednesday, January 30, 2008 Caucus 10. Caucus Victoria School - EIFS & Balcon~~~rades MTE completed an air quality and mould assessment test on the- 3rd and St~~ floor units at Victoria School for a cost of $ 4,580. A copy of the final re-port and recommendations was emaded to Board members on January 29. MTE's verbal re-port indicates the lab results are- normal with only 2 units showing mould spore- counts of 1 and 2 which indicate no health related problems. Wet materials between the- walls were- also within an acceptable level given the failure- of the EIFS system. RJC will be sent a copy of MTE's re-port and Karen will ask them to discuss the- re-commendation in the- re-port: Option 1 to re-move- the- existing cladding and replace- with alternate system or Option 2 to overclad the- existing stucco wall with rain screen system. Will rewire-the- Board's decision. RJC is anxious to start the- tonder document in order to attract a large number of contractors to start the- work as soon as possible in April. Our solicitor will be contacted for an opinion on pursuing litigation against the- original contractor for problems with the- stucco. Slip and Fall Claim There- has been a serious slip and fall reported at Victoria School. The- incident occurred on Dece-mber 24t~~, 2007 at approximately 8:30 a.m. The- guest underwent surgery for a broken ankle- and foot that same- day; however the- incident was not reported to the- on-site superimendent or head office- until Dece-mber 27th. Documentation has been filed with our insurance- broker and insurance- adjusters. The- guest has retained le-gal representation and all communication is being directed to our insurance- company. ACCEPTANCE OF MINUTES Chairman Secretary