Loading...
HomeMy WebLinkAboutKit Housing - 2008-10-29KITCHENER HOUSING INC MINUTES OF THE 1VIEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Kall, 200 King Street West, Kitchener DATE: October 29, 2008 TIME: 4:00 p.m. PRESENT: Denny Cybalski, Jerry Finnen, Paul Holowaty, Birgit Heilig, John Gazzola, Kelly Galloway RESOURCE STAFF: Karen Kwiatkowski, Ann Eckert, Cathy Shafe, Christine Wilson, Camelia Suciu ABSENT: Carl Zehr, Jamie Hill, Andrew Head 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. Finnen and CARRIED, the agenda be approved. 4. Approval of the Board Nllnutes -September 24, 2008 The minutes of the Board of Directors Meeting of September 24, 2008 had been circulated with the agenda. On a motion by P. Kolowaty, seconded by B. Heilig, and CARRIED, it was resolved that the minutes of the Board Meeting of September 24, 2008 be accepted as a true and correct record of the meeting. 5 Property Business 2 5.1 Tenant Placement Report The Tenant Placement Report had been circulated with the agenda. Christine gave an overview of the report. The Unit Turnover Activity Report as of September 2008 was handed out. This is a new report which will show all activity on unit turnover. For the next meeting Christine will provide the family demographics for each project. Tenant Turnover For the period of November 1, 2008 to December 31, 2008 there are 15 RGI and 8 market notices to vacate and of these, there are 8 units still available for November to January. Leal Action under the RTA We have 1 order to evict for non-payment of rent that we are trying to resolve with support from Ontario Works and Waterloo Regional Homes for 1Vlental Health and 1 mediated settlement to be reopened for non-compliance. Opportunity to Comment and Request for Review We have made 65 decisions all for non compliance for RGI and all still within the time period for resolution without Request for Review. The Internal Review Committee of Jerry, Birgit and Karen are required to meet and review a negative decision given to an applicant with special priority status. Promotional Efforts KHI Website:lVlany applicants and tenants are contacting us by email so, Christine is looking into KKI having its own web site. Tenant Complaint Process Staff is spending much time in responding and addressing complaints from tenants about their neighbour tenants. While it is our obligation and our intention to address those issues that are mandated by the Residential Tenancies Act (RTA) we find that we are often expected to resolve tenant issues that are more personal than legal. As landlords, we do have the obligation to thoroughly investigate complaints before we move forward to a hearing. The first step is to receive the complaint in writing. ~Ve have always encouraged tenants to give us their complaints in writing and staff has now prepared a Tenant Complaint Form which had been circulated with the report. As some tenants may need help to fill out the report, the request that it be in their own handwriting will be removed. A revised draft will be brought to the November Board meeting. 3 Annual Income Verification Annual Income Verification is coming to a close. The majority of tenants are incompliance but sixty-five tenants still owe us verification and have received a Notice of Decision. These Notices of Decision prompts them to do what is needed to retain their rental subsidy. 5.2 Property Maintenance Report The Property Maintenance Report for October had been circulated with the agenda. Cathy Shafe gave an overview of the report. Victoria School Old School Repairs Nedlaw submitted the roof condition report for the old school. Based on their findings and costs, Nedlaw has been commissioned to complete the work scheduled to start October 23. This is a breakdown on work from Nedlaw: Brick work $ 25,500.00 Cornice Work $14,500.00 EPDM $ 52,000.00 Slate Roof $ 60,900.00 Total $152,900.00 Remedial Wall Work First on Site has completed the first 2 weeks of repairs in the apartment arm. The first week were units requiring a 4 hour time frame for completion. Tenants were to remain out of their unit for the day. Those tenants were given meal vouchers for the Delta Hotel for breakfast, lunch and dinner. The remainder of the units require more extensive repairs so these tenants are given 2 nights accommodation as well as meals. Thus far, the feedback from both the contractor and tenants has been favourable. Presently, l unit per day is being repaired. Roof Anchors Viana Roofing & Sheet Metal Ltd has been awarded the roof anchor contract. Work is to begin November 3rd. Twelve units on the 5th floor will need entry. Two anchors will be installed coming through the ceiling in each of the units. An access door on each area will be fitted when install is completed. Scheduling is being done in conjunction with the remedial work. Tenants will not need to leave their units while the work is being done. 5.3 Follow-u -nil 4 6. Finance & Administration Business 6.1 Financial Statements -September 2008 The Financial Statements for September were circulated with the agenda. Ann Eckert gave an overview. We made $ 1,045 more than last year on A/C. ~Ve have met our budget on laundry revenue so the revenue for the rest of the year will be applied to the capital purchase of the laundry equipment In 2007. On a motion by J. Gazzola, seconded by J. Finnen and CARR~D, the September statements be approved. 6.2 2009 -Annual Subsidy Entitlement The 2009 Annual Subsidy Entitlement was circulated with the agenda. On a motion by P. Holowaty, seconded by J.Finnen and CARRIED, the 2009 Annual Subsidy Entitlement be approved subject to more information about the gas and hydro rate. 6.3 Budget Overview The Budget Overview was circulated with the agenda. Karen well ask for an explanation from the Region about the reduction of the hydro benchmark for 2009. 6.4 2009 Budget Proposal -Administration & Technical The 2009 Budget Proposal Administration and Technical had been circulated with the agenda. On a motion by P. Holowaty, seconded by B. Heilig and CARRIED, the 2009 Administration &Technical budget be approved 6.5 2009 Capital Budget Proposal The 2009 Capital Replacement Reserve Budget has been circulated with the agenda. On a motion by P. Holowaty, seconded by B. Heilig and CARRIED, the 2009 Capital Replacement Reserve Budget be approved 6.6 Rental Arrears Report -September 2008 The Rental Arrears Report for September had been circulated with the agenda. Camelia Suciu gave the report. The arrears for September were 2 %, there were 3 vacancies and we were over the market by 7. The actual number for year to date vacancies Is 0.7310 6.7 Follow-u -nil 7 General Nlana~er's Report The General Manager's report for October has been circulated with the agenda. 7.1 Capital Replacement Reserve Budget The annual financial contributions to replacement reserves are inadequate and the replacement reserves will run out long before the mortgages mature. Given that in prior years we have tried to restrict our expenditures in order to extend the accumulated dollars in the replacement reserve fund, our property upgrade needs are greater than aver. Marketability of our units, whether they are RGI or Market, is of grave importance as staff try to reduce vacancy losses and bad debts. ,bite work General upgrades to parking lots and sidewalks New asphalt driveway being proposed for The Charles New outside concrete patio at Union Lane has heaved and needs replacement. The tenants at Union Lane have been asked to comment on a possible redesign of the current patio and they have requested that KKI consider using interlocking bricks. Staff is also considering downsizing the current patio and introducing more plant materials in this area. The estimated cost to replace the current concrete patio is $12,000 but we are hoping that with redesign and the use of different materials, the cost can be reduced to $ 6,000. Buildin Exterior • Budgeting $ 48,000 to replace sixty wood casement windows which have failed at Cedar Kill and an estimate of $ 4,075 for windows at Gage & Vanier • General repainting at a number of sites and two roof replacements at Gage Green and Waldau Woods. Buildin Interior • An interior common area painting scheduled is being introduced in order to better market our entrances. A more aggressive schedule will be introduced in 2010. • Flooring is going out to tender as our current contract is expiring November 30, 2008. Staff is reviewing new products and will be contracting flooring products and installation separately in order to control costs and quality of workmanship. If this idea does not prove to be financially prudent, we may consider materials and installation rom one contractor again. • Many of our appliances have reached their life expectancy and replacements with energy savings product are being reviewed. Although the larger energy savings refrigerators are readily available from current contractor, Appliance Canada (AC), AC does not offer the smaller energy savings fridge. Staff is searching local suppliers to provide an energy savings product. • Approximately twenty tub surrounds are scheduled to be replaced in 2009 at a cost of $ 800 each. F,lectrical • An exterior light upgrade for Linden Terrace is desperately needed. A review of the exterior lighting system was reviewed in 1997, however given the financial constraints of the Linden Terrace replacement reserve at that time, the Board deferred the upgrade. The lighting system can no longer be repaired -this is an issue of safety and requires our immediate attention. 1VtPChanical Installation of backflow prevention devices in compliance with By-Law 2002 -135 - a proper plumbing permit in conjunction with a licensed contractor must be used for the installation and tested by a Certified Tester when installed. A number have been completed in 2008, the balance is for apartment buildings. No dollars have been allocated for the townhouse complexes at this time Replacement of heating coils and baseboards has been estimated at $ 22,444 for the next three years Replacement of range and bathroom exhausts has been estimated at $14,450 A sanitary line flushing program is required. Dur program will alternate between apartment buildings and townhouse complexes every other year. Board Applications Both Jerry Finnen and Birgit Heilig Board terms expire on November 30, 2008. Three applications were received to fill the two Board positions and the applications were attached for Board members' review. 8 Board Succession Plannln~ Paul Holowaty had requested that Board of Director Succession Planning be discussed at this meeting. He felt the application form should request more information about applicants and to provide more information on time commitment required, etc. Ke also felt applicants should be interviewed. On a motion by P. Holowaty, seconded by J.Finnen and CARRIED, a Nominating Committee of Denny Cybalski, Karen Kwiatkowski, Birgit Heilig and Paul Holowaty will interview the applicants for the vacant board positions and report back with their recommendation. 9 Open Forum -nil 10. Other - PHN Investment Overview as of October 1512008 had been circulated for information 11. Ca_ 12 Adjournment On a motion by P. Holowaty, seconded by B. Helhg and CARRIED, the meeting adjourned at 5:40 p.m. ACCEPTANCE OF MINUTES Chairman Secretary