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HomeMy WebLinkAboutKit Housing - 2008-05-28KITCHENER HOUSING INC MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Hall, 200 King Street West, Kitchener DATE: May 28, 2008 TIME: 4:00 p.m. PRESENT: Denny Cybalski, Jamie Kill, Paul Holowaty, Andrew Head, Birgit Heilig, John Gazzola, Kelly Galloway RESOURCE STAFF: Karen Kwiatkowski, Ann Eckert, Cathy Shafe, Camelia Suciu ABSENT: Carl Zehr, Jerry Finnen 1. Opening Remarks Denny Cybalski, Chair called the meeting to order at 4:05 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 P. Holowaty, seconded by J. Gazzola and CARR~D, the agenda be approved. 4. Approval of the Board Minutes -April 30, 2008; AGM Minutes April 30, 2008 The minutes of the Board of Directors Meeting and the AGM of Apri130, 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 and AGM of Apri130, 2008 be accepted as true and correct records of the meetings. 5. Election of Executive Birgit Heilig advised that she will be resigning from the Board as of November 30th. As well, Jerry Finnen's term is up at that time so their executive positions of Secretary and Treasurer are open. 2 On a motion by K. Galloway, seconded by J. Hill and CARRIED, Denny Cybalski be elected Chair. On a motion by P. Holowaty, seconded by J. Gazzola and CARRIED, Andrew Head be elected Vice- Chair. On a motion by A. Kead, seconded by P. Kolowaty and CARR~D, Jamie Hill be elected Treasurer. On a motion by J. Hill and seconded by K. Galloway and CARRIED, Paul Holowaty be elected Secretary. 6 Property Business 6.1 Tenant Placement Report The Tenant Placement Report had been circulated with the agenda. In Christine's absence, Karen gave an overview of the report. Tenant Turnover For the period of May 1, 2008 to July 1, 2008, there are 10 RGI and 10 market notices to vacate and of these, there are 8 units still available. All the work on the Hydro Kouse at 584 Stirling Ave will be completed in May and ready for a new tenant on June 15. Christine will be offering an Open Kouse and Board members are invited to take this opportunity to see this house. Leal Action under the RTA We have 3 tenancies in the legal process to evict for Non-Payment of rent; l tenancy has been mediated and 2 tenancies will be ending by Order. There are no current tenancies in the legal process to evict for reasons other than non-payment of rent. Opportunity to Comment and Request for Review There is no new request for review at this time. Annual Income Verification The last week of June has been set aside to meet with the RGI tenants living at Garwood Green, Linden Manor, Lancaster Maples, Union Lane, Cedar Hill Crt, Izma Green, George Vanier Place and parts of Victoria School Village. All RGI tenants are required to verify their income, utility contracts and tenant liability insurance at this time. KHI is required by June 30/08 to present all RGI and Market rent tenants in these sites, a Notice of the Market rent effective October 1 ~t, 2008 to September 30, 2009. RGI tenants who are not in compliance for their subsidy by the end of July will be required to pay the market rent. We do give a 30 day grace period for tenants who are unable to comply by June dates. 6.2 Property Maintenance Report The Property Maintenance Report had been circulated with the agenda. Cathy Shafe gave an overview of the report. Cedar Hill Roof Replacement Nedlaw has started the roof replacement at Cedar Hill. The weather has not been accommodating and has resulted in delays. The roof should be complete by the beginning of June. Playground equipment Shantz Terrace The cost to repair the equipment and replace the swings is about $ 2000. Considering the play area originally cost about $ 22,000 and was put in approximately November 2004, it is in our best interest to keep it in good repair rather than dismantle it. Walday Woods There is no possibility of replacing the playground equipment this year. This is a wooden structure which does get a lot of use but is looking tired. An Ontario Playground inspector has determined it should be dismantled as it does not meet current specifications. There is another park in the neighbourhood on Penelope Drive. Staff asked the City Community Service Division to assist in meeting the current specifications. The Charles playground equipment needs a couple of minor repairs and Lancaster and Gage are fine. Capital Replacement There is no budget for replacing any playground equipment this year but it will be put into the 2009 budget. Victoria School Empire Restoration will be repointing andlor replacing bricks on the top area along the laneway and facing David St. They are also removing and replacing the expansion joints. They estimate the work to be completed within one month. 4 Waste Removal Tender A summary of the Waste Removal Tender was handed out by Cathy. Tenders were sent to WSI, Future Waste Management, DP Kaulage, VM and BFI. This is a two year contract from August 1, 2008 to July 31, 2010. Staff's recommendation is that BFI be awarded the contract. BFI is our present contractor and we have not experienced any problems. On a motion by P. Holowaty, seconded by A. Head and CARRIED, that BFI be awarded the Waste Removal Contract at their tendered price of $ 73,479.20 (plus GST) for the period August 1, 2008 to July 31, 2010. Hiring of Small Contractors Staff is finding that big companies do not want to do small jobs and it is difficult to find small contractors who carry 2 million liability insurance. Staff will look into hiring a university student for the summer to do small maintenance jobs and will check to see if they can be covered under out insurance policy. 6.3 Follow-u -nil 7. Finance & Administration Business 7.1 Financial Statements -April 2008 The Financial Statements for April were circulated with the agenda. Ann Eckert gave an overview. On a motion by P. Holowaty, seconded by J. Gazzola and CARR~D, the April statements be approved. 7.2 Rental Arrears Report -April 2008 The Rental Arrears Report for April had been circulated with the agenda. Camelia Suciu gave the report. The arrears for April were 3°10, there were 5 vacancies and we were over the market target by 2. 7.3 Mort~a~e Renewal for 20 Union Lane - maturing September 1, 2008 On a motion by J. Hill, seconded by P. Holowaty and CARRIED, therefore be it resolved that: 1. The Housing Provider hereby authorizes the Ministry to solicit and arrange on its behalf such Mortgage(s) or Mortgage facilities with a lender or its authorized agent (the "Lender") as it deems necessary, appropriate or advisable for the project identified above and for the maturity date aforementioned; 2. The Housing Provider hereby agrees to be bound to the Lender for such mortgage purposes and upon the terms and conditions contained in the said Mortgage, or any amendments thereto, and the Housing Provider hereby further agrees to mortgage its property and assets to secure its present and future obligations under the said Mortgage, or any amendments thereto, to the Lender, as deemed necessary or advisable; 3. The Housing Provider hereby authorizes the designated signing Officers to enter into such agreement or agreements amending the terms of the said Mortgage and to deliver to the Lender such document or documents as may be deemed necessary, advisable or required by the Lender to give effect thereto; 4. The Housing Provider hereby confirms that this Resolution has been ratified and approved by its Board of Directors and it agrees to deliver this resolution to the Ministry and to the Lender; and 5. The Housing Provider further confirms that this resolution shall continue in force and effect until written notice to the contrary is delivered to the Lender and the Ministry with receipt acknowledged by the Lender and the Ministry. 7.4 2008 Administration and Technical Budget Proposal The 2008 Administration and Technical Budget Proposal had been circulated with the agenda. On a motion by P. Holowaty, seconded by A. Head and CARRIED, the 2008 Administration and Technical Budget Proposal be approved as presented. 7.5 Follow-u -nil 8. General Manager's Report 8.1 Victoria School Village -Letter from RJC Review and Recommendation for Award of contract The May 26th e-mail letter from RJC summarized the tender submissions and made a number of recommendations regarding the tendered bids. As all bids were well beyond the engineers estimates, the Board has requested a meeting with RJC the week of June 2nd to follow up on a number of questions regarding: • Number of contractors invited to tender • Publication of tender 6 • Differences between engineering budget estimates and tendered bids • RJC recommendations. At this time, the Board has set aside their decision to proceed with the RJC recommendations until a meeting with RJC has been arranged. Denny Cybalski requested that all directors take an opportunity to review the handouts so that they have their questions ready for the RJC meeting. 8.2 Investments For information purposes, an Investment Overview as of May 14, 2008 was handout by the General Manager. The Equity Fund has rebounded from its February and March 20081oss and as of May 14, 2008 has gained $ $ 94,589 on the December 31/2007 market value to close at $ 4,039,048. 9. Open Forum -nil 10. 0- 11. Ca_ 12. Adjournment On a motion by P. Holowaty, seconded by A. Head and CARRIED, the meeting adjourned at 5:15 p.m. ACCEPTANCE OF MINUTES Chairman Secretary