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HomeMy WebLinkAboutKit Housing - 2008-04-30KITCHENER HOUSING INC MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Hall, 200 King Street West, Kitchener DATE: Apri130, 2008 TIME: 5:00 p.m. PRESENT: Denny Cybalski, Carl Zehr, Jamie Kill, Paul Holowaty, Andrew Head, Jerry Finnen, Birgit Keilig RESOURCE STAFF: Karen Kwiatkowski, Ann Eckert, Susan Campbell-Emans, Camelia Suciu ABSENT: Kelly Galloway, John Gazzola 1. Opening Remarks Denny Cybalski, Chair called the meeting to order at 5:00 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. Finnen and CARRIED, the agenda be approved. 4. Approval of the Board Minutes -1VIarch 26, 2008 The minutes of the Board of Directors Meeting of 1Vlarch 26, 2008 had been circulated with the agenda. On a motion by P. Holowaty, seconded by A. Head, and CARRIED, it was resolved that the minutes of the Board Meeting of 1Vlarch 26, 2008 be accepted as a true and correct record of the meeting. 5. Property Business 5.1 Tenant Placement Report 2 The Tenant Placement Report had been circulated with the agenda. Christine gave an overview of the report. Tenant Turnover For the period of Apri11, 2008 to June 1, 2008 there are 9 RGI and 12 market notices to vacate, of these there are 5 units still available. Promotional Efforts Advertising in The Record, Viewit.ca and in May, Renter's News will be starting again. Leal Action under the RTA We have 1 tenancy in the legal process to evict for reasons other than arrears Opportunity to Comment and Request for Review There is no new request for review at this time. Annual Income Verification The notification packages are being prepared for the tenants who receive subsidy at Garwood Green, Linden Manor, Lancaster Maples, Union Lane, Cedar Hill Crt, Izma Green, Vanier Place and Victoria School Quads for a deadline in June. The market rent tenants are also included as they too must confirm who lives in their unit and present copies of utilities and Insurance. 5.2 Property Maintenance Report The Property Maintenance Report had been circulated with the agenda. Susan Campbell Emans gave an overview of the report. Garwood Roof Repairs The Roof at Garwood Green has been repaired. Playground Equipment Staff met with Ontario Playgrounds for an inspection of all playgrounds. Most Structures can be retro-fitted to meet current codes with minimal cost. Those properties where playground equipment is damaged has been cordon off for safety reasons until they can be repaired or dismantled. We are looking at the cost of having asphalt and basketball nets put in at 76 Penelope Drive. Having this type of surface would be long lasting with nothing to 3 break. Staff feels that we should steer away from constructed playgrounds as they are very expensive to maintain and they do not stand up to the test of time. Staff will consult with the tenants to get their opinion about playground equipment.. Fence Repairs The winter season has been rough on many of our fences. Staff met with a contractor and we are waiting for a quote to fix, repair or replace missing fence boards at all properties and to reinforce weak sections of fencing. Stirling House After 12 years, Stirling House is vacant. Some reserve dollars are going to be spent to give it a much needed face lift. Presently the 2 bedroom house is rented at $ 520/month plus hydro but the new rent will be $ 700.00/month plus hydro. 5.3 Follow-u -nil 6. Finance & Administration Business 6.1 Financial Statements -March 2008 The Financial Statements for 1Vlarch were circulated with the agenda. Ann Eckert gave an overview of the report. On a motion by J. Finnen, seconded by P. Kolowaty and CARR~D, the March statements be approved. 6.2 Air Conditioning 2008 Tenants who reside in units where hydro is included in their rent are charged a hydro surcharge based on the size of the air conditioning unit and the average hydro usage for June, July and August. The rate is based on 92 days at 12 hours per day usage. Full payment or post dated cheques for July 1 and August 1 must accompany the Air Conditioning Agreement. As of November 1, 2007, the first 1,000 kilowatt-hours rate of monthly consumption was 5.0 cents and 5.9 cents for each kilowatt-hour above that. Because we do not know the actual consumption, we previously calculated the charge at 10 cents per kilowatt-hour which includes the other costs such as gas delivery, etc. There was no increase to the 2006 and 2007 rates as it was felt that the 10 cents per kilowatt-hour charge covered the costs. As of Nlay 1, 2008 the rate for the first 600 kilowatt hours is 5 cents and 5.9 cents for each kilowatt hour above that. On a motion by P.Holowaty, seconded by A. Head and CARR~D the 2008 air conditioning rates be Increased 20°~o to reflect a 12 cent per kilowatt-hour rate. 6.3 Rental Arrears Report -March 2008 The Rental Arrears Report for March had been circulated with the agenda. Camelia Suciu gave the report. The arrears for March were 2 °~o, there were 3 vacancies. 6.4 Follow-u -nil 7 General Manager's Report The General Manager's Report had been circulated with the agenda. Karen Kwiatkowski gave an overview. 1. License Agreement between KHI and Participation House. The development, design and construction of Union Lane was a unique collaboration between Kitchener Housing and Participation House, a service agency which provides health services to brain injured adults. During the development stage, KHI and Participation House Boards engaged in "Licence Agreement "discussions to set roles and responsibilities for the next twenty plus years. An important amenity to the Participation House Board during construction was to have in-suite laundry facilities available for each caregiver when assisting their clients. The architects designed in-suite laundry closets for the fifteen Participation House suites and the Participation House Board purchased the washers/dryers, assuming responsibility for their repair and maintenance. Recently KHI staff heard from Participation House staff indicating that they were making changes to the provision of the washers and dryers. Currently we have two vacant PH units and the laundry appliances have been removed. The incoming applicant has been told by Participation Kouse staff that the equipment will not be replaced and that they will be allowed to provide their own equipment. KHI staff is being pressured by the new applicant to bring in their own equipment. Karen reviewed the issue with our solicitor, Scott Henderson, as this change will impact Section 6.00 of the License agreement. The change in PH practice will place the responsibility of the repairs and maintenance in the hands of the tenants and KHI staff. Denny Cybalski - Chair of our Board will meet with the Chair of Participation House Board to discuss this issue. 1. Victoria School Remedial Repairs. 5 Changes to the General Requirements of the Tender Documents have been submitted to RJC. The Tender Document has also been sent to Scott Henderson for review. The RBC Credit Letter Agreement, for Cedar View renewal, has been handout at the meeting. The Agreement has gone to Scott Henderson for review and Karen will email the rate to Board members. 8 Other -Minutes from Special Board Meeting -the minutes to be changed to C. Zehr as the mover of the motion and A. Head as the seconder. 9 Open Forum -nil 10 Ca_ 11 Adjournment On a motion by P. Holowaty, seconded by A. Head and CARRIED, the meeting adjourned at 5:35 p.m. ACCEPTANCE OF MINUTES Chairman Secretary