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HomeMy WebLinkAboutKit Housing - 2008-09-24KITCHENER HOUSING INC MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Hall, 200 King Street West, Kitchener DATE: September 24, 2008 TIME: 4:00 p.m. PRESENT: Denny Cybalski, Andrew Head, Kelly Galloway, John Gazzola, Birgit Heilig, Jamie Kill, Paul Kolowaty, Carl Zehr RESOURCE STAFF: Karen Kwiatkowski, Susan Campbell-Emans, Ann Eckert, Camelia Suciu ABSENT: Jerry Finnen 1. Opening Remarks Denny Cybalski, Chair called the meeting to order at 4:00 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 P. Holowaty, seconded by J. Hill and CARRIED, the agenda be approved. 4. Approval of the Board Minutes -August 27, 2008 & Passln~ of Previous Meetln~ Resolutions The minutes of the Board of Directors Meeting of June 25, 2008 had been circulated with the agenda. As a quorum was not present at that meeting, the motions need to be approved at today's meeting. On a motion by A. Kead, seconded by J. Kill, and CARRIED, the Board adopted and ratified the resolutions passed at the meeting of June 25, 2008 at which a quorum of Directors was not present. The minutes of the Board of Directors Meeting of August 27, 2008 had been circulated with the agenda. 2 On a motion by A. Kead ,seconded by J. Hill, and CARRIED, it was resolved that the minutes of the Board Meeting August 27, 2008 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. Tenant Turnover For the period of September 1, 2008 to October 31, 2008, there are 9 RGI and 8 market notices to vacate and of these, there are 2 units still available. River Road House has been rented. The turnover will be "back to back" so there will be no opportunity for new Board members to tour the inside of this house. Leal Action under the RTA We have 3 tenancies in the legal process to evict for Non-Payment of rent: 2 tenancies will likely end in eviction; l tenancy will hopefully, be resolved with mediation. l tenancy still in the legal process for Tenant Liability Insurance - no resolution at this time. Opportunity to Comment and Request for Review There is 1 Opportunity to Comment outstanding and 5 were resolved without negative impact on the tenant. Annual Income Verification This process is going smoothly and so far every tenant that has completed the process is in compliance with their tenant liability 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. r'Prlar Kill We have received a written guarantee from Nedlaw that all repairs have been completed. Shantz Terrace We have been unsuccessful in locating a contractor to restore the sills so they will be capped. This will stop any further water from penetrating into the unit and prevent any further deterioration. The repair will not require permission from Heritage Kitchener and will allow us time to budget a window replacement. Because the windows at Shantz and Gage are wood, it was suggested that staff prepare a preventative maintenance program for the wood windows. Susan did unit inspections at Shantz and the units look to be in good condition. Ga e Green Cathy is working on obtaining prices for the replacement of the front doors as several doors and frames have been damaged and cannot be repaired to properly seal. Energ~~ghtin Retrofit Osram Sylvania has completed lighting retrofits in the common areas of Izma Green and Vanier Drive. Other In gearing up for the heating system, heating contractors have been contacted to provide costs for repair work. Both large and small companies were contacted. Conestogo Mechanical has been scheduled for our fall startup on our make up systems. 5.3 Follow-u -nil 6. Finance & Administration Business 6.1 Financial Statements - August 2008 The Financial Statements for August were circulated with the agenda. Ann Eckert gave an overview. On a motion by A.Head, seconded by J. Hill and CARR~D, August statements be approved. 6.2 Rental Arrears Report - August 2008 4 The Rental Arrears Report for August had been circulated with the agenda. Camelia Suciu gave the report. The arrears for August were 2 °~o; there were 7 vacancies and we were over the market target by 4. Next month the report will include ayear-to-date vacancy rate. 6.3 Follow-u -nil 7. General Manager's Report 1 Victoria School Village -Apartment and Quad Remedial Work a) We have accepted the bid for mould remedial work at a cost of $ 35,000. b) Nedlaw Roofing has been awarded the contract to complete a detailed roof condition (including brick assessment) and remedial work report. This document will be used to retender the Heritage School slate roof to various roofing contractors c) Staff has engaged the services of Dakon Construction to repair the last two quad balconies. 2 Insurance Tender -status Three companies were invited to tender on the insurance information package. Cowan Insurance has declined the invitation and the Lackner McLennan Insurance bid is $ 2,000 less in premiums than the 07/08 calendar year. AON tender has not been received but is expected by the end of the month. 3. Community Kousing -New Provincial Capital Repair Funding A copy of the particulars was attached for review. 4. Board Members Birgit Keilig and Jerry Finnen will finish their term at the end of this year. Karen made a suggestion that all persons who serve as chair of the Board be made a honorary member when their term is up. On a motion by B.Heilig, seconded by C. Zehr and CARR~D, it was approved that all chair persons will be made an honorary member of the Board when their term is up. 5 8. Open Forum -nil 9. 0- 10. Caucus -the Board went into Caucus at this time. 11. Adjournment On a motion by P. Holowaty, seconded by J.HIII and CARRIED, the meeting adjourned at 5:30 p.m. ACCEPTANCE OF MINUTES Chairman Secretary