HomeMy WebLinkAboutKit Housing - 2008-11-26KITCHENER HOUSING INC
MINUTES OF THE 1VIEETING OF THE BOARD OF DIRECTORS
HELD: Schmalz Room, City Kall, 200 King Street West, Kitchener
DATE: November 26, 2008
TIME: 4:00 p.m.
PRESENT: Denny Cybalski, Jerry Finnen, Paul Holowaty, Birgit Heilig,
John Gazzola, Kelly Galloway, Andrew Head, Jamie Hill
RESOURCE
STAFF: Karen Kwiatkowski, Ann Eckert, Cathy Shafe, Camelia Suciu
ABSENT: Carl Zehr
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 J. Finnen, seconded by J. Kill and CARRIED, the agenda be
approved.
4. Approval of the Board Nllnutes -October 29, 2008
The minutes of the Board of Directors Meeting of October 29, 2008 had been circulated
with the agenda.
On a motion by A. Kead, seconded by P. Holowaty and CARRIED, it was
resolved that the minutes of the Board Meeting of October 29, 2008 be
accepted as a true and correct record of the meeting.
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5 Property Business
5.1 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 December 31 to January 31, 2009, there are 12 RGI and 7 market units
available.
Promotional Efforts
Waldau Woods and Lancaster Maples is being advertised in Renters News & Viewit.ca
Website
Christine had a conversation with Kim at Around Kitchener Waterloo to obtain information
about the process of developing a KHI website. This project will be developed and
presented to the January Board meeting
KHI Statistics
2 reports had been attached to Christine's report. The first report shows the age breakdown
of tenants as of November 2008. Yardi, our property management computer program, has
been revised so this information can be kept up to date.
The Unit Turnover Activity report from October 1 to 31 shows the unit type, vacate dates,
lease dates, issues etc for units that tenants moved out of.
Request for Review
1 Request for Review was resolved by the Board's Review Committee.
Leal Action under the RTA
We have 1 Application to evict for continuous disruptive behaviour and 3 Applications to
evict for non-payment of rent.
5.2 Property Nlalntenance Report
The Property Maintenance Report for November had been circulated with the agenda. Cathy
Shafe gave an overview of the report.
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Victoria School
The roof anchors have been installed. KITE has inspected the work and is completing the
signed drawing.
The abatement work is completed and our painting contractor is in the process of painting
the areas.
Flooring Contractors
Request for Bid packages have been sent out to flooring installers. We are asking for bids
for VC the which is what we are currently using and we have also asked for bids on a
commercial grade Vinyl Sheet Flooring. We are currently testing it in one of our units at 64
St George.
Cleaning contract
Lan Cam & Family cleaning contract ends November 30, 2008. We have hired Sandra Muir
to do the cleaning of all our sites. She is presently cleaning Cedar Hill and Cedar View and
we are satisfied with her work.
Tub Surrounds
We are looking for a tub surround installer.
Capital Improvements
We will be specking for all Energy Efficient products such as windows, furnaces, and
retrofit products.
5.3 Follow-u -nil
6. Finance & Administration Business
6.1 Financial Statements -October 2008
The Financial Statements for October were circulated with the agenda. Ann Eckert gave an
overview.
On a motion by K. Galloway, seconded by J. Kill and CARR~D, the
October statements be approved.
6.2 Rental Arrears Report -October 2008
The Rental Arrears Report for October had been circulated with the agenda. Camelia Suciu
gave the report.
The arrears for October were 3 °~o, there was 1 vacancy and we were over the market target
by 10. The year to date vacancy percentage is 0.67.
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6.3 2008 Capital Reserve Budget, Actual & Projected Y/E Expenditures
The 2008 Capital Reserve Budget, Actuals & Projected Y/E Expenditures was circulated
with the Agenda. Karen presented the report.
On a motion by P. Kolowaty, seconded by J. Kill and CARR~D, the 2008
Capital Reserve Budget, Actuals & Projected Y/E Expenditures be approved.
6.4 Follow-u -nil
7. General Manager's Report
The General Manager's report for November has been circulated with the agenda.
1. 2009 Board Directors Recommendations
The Nominating Committee has recommended to City of Kitchener that the two Director
positions that will be expiring on November 30, 2008 be filled with the two applicants:
11~like Seiling -term January 1, 2009 to November 30, 2011
Corrine Cosh- term January 1, 2009 to November 30, 2011
2. Board of Directors -current terms
Denny Cybalski Chairperson December 1, 2007 to November 30, 2010 (3rd term}
Andrew Head Vice-Chair December 1, 2006 to November 30, 2009 (1St term}
Jamie Hill Treasurer December 1, 2006 to November 30, 2009 (1St term)
Paul Holowaty Secretary December 1, 2007 to November 30, 2010 (1St term)
Carl Zehr December 1, 2007 to November 30, 2010
John Gazzola December 1, 2007 to November 30, 2010
Kelly Galloway December 1, 2007 to November 30, 2010
The Board will meet on December 18th @ 3:30 to review balcony repair tenders and RJC
recommendations.
The Board Strategy Planning Meeting was moved to February 20th, 2009 from noon to
3:00 p.m. at 30 Duke Street- 9th Floor Boardroom.
8. Open Forum
~ We have problems with the boilers at Victoria School. Hammond is trying to keep
them operating over the winter. Cathy will discuss options incase of failure during
the winter with Hammond. A quote last year to replace the boilers was $100,000.
~ Cathy will have Dakon build temporary tents over the quad balconies at Victoria
School as rain is still coming in. She will also have them caulk all the areas.
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9. Ot=- KHI's Schedule of Meetings 2009
The calendar showing the 2009 meetings had been circulated with the agenda.
10. Caucus - nll
11. Adjournment
On a motion by P. Holowaty, seconded by K. Galloway and CARRIED, the
meeting adjourned at 5:00 p.m.
ACCEPTANCE OF MINUTES
Chairman
Secretary