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HomeMy WebLinkAboutKit Housing - 2008-02-27KITCHENER HOUSING INC 1VIINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Kall, 200 King Street West, Kitchener DATE: February 27, 2008 TIME: 4:00 p.m. PRESENT: Carl Zehr, John Gazzola, Birgit Heilig, Jamie Hill, Kelly Galloway, Paul Holowaty, Andrew Head, Jerry Finnen RESOURCE STAFF: Karen Kwiatkowski, Ann Eckert, Cathy Shafe, Christine Wilson, Camelia Suciu ABSENT: Denny Cybalski 1. Opening Remarks Andrew Head, Vice-Chair called the meeting to order at 4:20 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 On a motion by C. Zehr, seconded by J.Gazzola and CARRIED, the agenda be approved. 4. Approval of the Board Minutes -January 30, 2008 The minutes of the Board of Directors 1Vleeting of January 30, 2008 had been emailed to the Board members on Februaryl9th. Birgit reported an error on page 4 of the minutes under Adjournment as she did not move the motion to adjourn the meeting. The minutes will be revised to show P.Holowaty as the mover of the motion. On a motion by C.Zehr, seconded by J.Gazzola and CARRIED, the minutes of January 30, 2008 be approved a amended. 5. Property Business 5.1 Tenant Placement Report 2 The January Tenant Placement Report had been circulated with the agenda. Christine Wilson gave an overview of the report. Tenant Turnover For the period of January 01/2008 to March 31/2008 we had: 15 RGI Notices to vacate: 10 units rented at RGI and 5 units still available 6 Market Notices to Vacate: 3 units rented and 3 units still available. We have 4 vacant units incurring loss of which, 2 are rented. The market unit at Cedar View has been rented. This was a serious concern as there is no flexibility in this program to flip the unit into RGI, making it easier to rent. Promotional Efforts To attract eligible market rent applicants Christine has started a new 4 week advertising in The Record newspaper with a larger picture ad on Saturdays and on line at www.therecord.livedeal.com. At this time we are featuring the David Street units as we have 3 available and all 3 are in excellent condition and show beautifully. Christine is also planning a general interest ad to run in the Renter News starting in March to feature the available units. Leal Action under the RTA We have 6 tenancies in which KHI is pursuing legal eviction for non payment of rent and 2 tenancies in the legal process to evict for reasons other than arrears. The 6 tenants that have not paid their rent have impacted the Rental Arrears Report as uncollected rents. Opportunity to comment and request for review Currently 1 request for Review has been rescheduled, 2 Notice of Decisions regarding suitability are current, and 14 Notices of Decisions are being considered. Request for Lease Compliance At this time the issues on compliance are for Utilities and Tenant Liability Insurance. All Market and RGI tenants have been contacted by mail and asked to present verification of Utilities and Tenant Liability Insurance. As of this date, the majority of tenants have responded and are incompliance. At this time we are also updating the Leaseholder and resident information screens on Yardi for all market rent tenants. 5.2 Property Maintenance Report The January Property Maintenance Report had been circulated with the agenda. Cathy Shafe gave an overview of the report. Landscape/Snow Removal Contract 3 The results of the Landscape/Snow Removal Contract were handed out. Lawrence Lawncare has the contract presently The recommendation is that Humphries Lawn and Snow be awarded the contract. The. Humphries Lawn and Snow has worked for The City of Kitchener, Waterloo Town Square, Transglobe. On a motion by C. Zehr, seconded by B. Heilig and CARRIED, the Landscape/Snow Removal Contract be awarded to Humphries Lawns & Snow for 2 years starting Apri11,2008 to March 31,2010 at their tendered yearly price of $ 129,999.60 each year subject to positive reference from The City of Kitchener. Caulkin Lancaster Maples and Shantz Terrace require caulking this spring. A letter of introduction went out to several contractors asking for information on their company and the type of products they use. Staff are reviewing the references and workmanship of the submissions. Fire S of et GE Security has completed the deficiencies at all of our buildings. The deficiency costs will be captured under Capital Reserve Upgrades. Cedar Kill Roof Tender The roof tender for Cedar Kill Court has been sent to select companies. Vanier Rnnf Staff met with The Roofman at 59 Vanier to look at a leak on the roof which has been causing problems in one of our units. We have sent other contractors who felt we need a complete roof replacement. The Roofman wanted to see in the attic to determine whether the roof only needed to be repaired. Upon entering the attic it appears that the roof may last another couple of years by just doing the repair of the area that is currently leaking, however a complete analysis has not been received as of yet. 5.3 Follow-u -nil 6. Finance & Administration Business 6.1 Financial Statements -January 2008 The Financial Statements for January were circulated with the agenda. Ann Eckert gave an overview. 4 On a motion by J. Finnen, seconded by C. Zehr and CARRIED, the January statements be approved 6.2 Rental Arrears Report -January 2008 The Rental Arrears Report for January had been circulated with the agenda. Camelia Suciu gave the report. The arrears for January were 4 % .We were over the market target by 3 and there were 2 vacancies. 0f the $10,209.00, six tenants in arrears $1,850.00 have court date on March 12th, $ 870.00 are arrears due to non compliance and $1590 are still to be collected. 6.3 Follow-u - nil 7. General Manager's Report The General Manager's Report for January had been circulated with the agenda. Karen Kwiatkowski gave an overview. This report was discussed in Caucus. 8. Other -nil 9. Open Forum -nil 10. Ca_ 11. Adjournment On a motion by B.Heiling, seconded by P. Kolowaty and CARRIED, the meeting adjourned at 5:20 p.m. ACCEPTANCE OF MINUTES Chairman Secretary Board of Directors Meeting Wednesday, February 27, 2008 Caucus 10. Ca_ Victoria School Buildin Envelope and Balcony Evaluation MTE Assessment Report. As directed in January, Karen discussed the particulars of the report with RJC. RJC indicated that mould abatement is not part of their company services however, they will incorporate a removal time into their work specifications. RJC completed a quotation of their services to address both repair strategies. Repair Strategy # 1-removal of existing cladding and replace with alternate system and rehabilitative balcony protection and drainage systems and Repair Strategy # 2 - overclad the existing stucco wall and rehabilitate balcony protection and drainage systems. MTE -did some boroscope holes and found mould on the balconies side only. This is due to the buildup of moisture because of the drainage system. Paul Kolowaty has gone to Victoria School and looked at the stucco and thought it looked in good shape. He wondered if it was possible, at this time, to minimize the cost by just replacing the drainage system and the balcony doors. We could then have a couple of years to plan for the stucco replacement cost. Karen will contact RJC for their opinion and a cost estimate. As this time is of the essence to get good prices for the tender as this is a slow time period and to get some corrective work done as soon as possible to satisfy the tenants who are constantly calling the office with complaints, the Board approved the following. On a motion by J. Gazzola, seconded by P.Holowaty and CARRIED, that RJC be contacted for their opinion and cost to replace the balcony doors and drainage system only and if it is not a feasible option, that staff engage the service of RJB to pursue option 2 to the design and tendering phase in order that the remedial work can commence no later than Apri11, 2008. Birgit Heilig did not vote in support of this motion. Liti ~ation Staff has talked to our solicitor about possible litigation regarding who is responsible for the problems with the stucco at Victoria School. It was decided that due to the high cost of lawyer fees and the non-existence today of the Ministry of Housing that no further legal action be taken. J.Gazzola suggested that our Service Manager, the Region of Waterloo, be made aware of the situation and the cost to correct the stucco problem to see if any financial aid is available ACCEPTANCE OF MINUTES Chairman Secretary