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HomeMy WebLinkAboutKit Housing - 2009-04-29KITCHENER HOUSING INC MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Hall, 200 King Street West, Kitchener DATE: April 29, 2009 TIME: 5:00 p.m. PRESENT: Denny Cybalslci, Andrew Head, Mike Seiling, Carl Zehr, Paul Holowaty, Corrine Cash, Jolnl Gazzola, Christina Weylie, Jamie Hill RESOURCE STAFF: Karen Kwiatlcowsl~i, Ann Eckert, Christine Wilson, Cathy Shafe, Camelia Suciu 1. Opening Remarks Denny Cybalsld, 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 P. Holowaty, seconded by M Seiling and CARRIED, the agenda be approved. 4. Election of Executive On a motion by C. Zehr, seconded by P. Holowaty and CARRIED, Denny Cybalslci be elected Chair. On a motion by P. Holowaty, seconded by J. Hill and CARRIED, Andrew Head be elected Vice- Chair. On a motion by A. Head, seconded by P. Holowaty and CARRIED, Jamie Hill be elected Treasurer. On a motion by M Selling, seconded by C. Cash and CARRIED, Paul Holowaty be elected Secretary. 5. Repeal of By-Law # 7 -Conflict of klterest -repealed at AGM 6. Minutes 6.1 Approval of the Board Minutes -March 25, 2009 The nunutes of the Board of Directors Meeting of March 25, 2009 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 March 25, 2009 be accepted as a taste and correct record of the meeting. 6.2 Minutes of Meeting with Solicitor- April 1st, 2009- Offer to Purchase The minutes of the Meeting with the Solicitor of April 1'`t, 2009 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 Meeting with the Solicitor on April 1st, 2009 be accepted as a taste and correct record of the meeting. 7. Property Business 7.1 Tenant Placement Report The Tenant Placement Report had been circulated with the agenda. Christine gave an overview of the report Tenant Turnover Unit Turnover Activity Report had been circulated with the agenda. Overview of upcoming rentals For the period of April 1/09 to June 1/09, we have 11 RGI Notices to Vacate, 4 rented at RGI, 4 still available at RGI, 3 to be market and 4 Market units rented at market KHI Web Site Christine is still working on this project. Request for Reviews We had 5 Opportunity to Comment, 0 Negative Decisions made and 0 Requests for Review Legal Actions We had 1 Landlord and Tenant Board (LTB) Order received to evict for reasons of safety, due April 30, 2009; 1 LTB order carried out by Sheriff for non-payment of rent and 2 Hearings to evict for non-payment of rent were successfully mediated. 2009 Annual Income Verification Process (AIV09) In previous years, we have completed this requirement by addressing RGI tenants in 2 phases: one group in the spring and one in the fall. The process for 2009 - 2010 will change so that it is spread throughout the year, working toward a time when it coincides with the aiu7iversary dates for each tenancy. RGI tenants will complete their own forms, photocopy their verification and return the package to the office before the deadline. Most of the other housing providers and all of the large housing providers complete the Aiulual Income Verification process by mail. The Region's requirement as per the Social Housing Reform Act is for the documentation, the accurate calculation and corresponding timing of adjusted rent. There will be significant time spent explaining and reinforcing the process to tenants this year, but we will move to a more efficient process. 7.2 Prouerty Maintenance Report The Property Maintenance Report for April had been circulated with the agenda. Cathy Shafe gave an overview of the report. Victoria School Contact was made with Smith Energy, which is a sales representative for the Patterson- Kelly boilers. After an inspection of the boilers, it was their opiiuon that the boilers are in need of repair but do not need to be replaced. They reconullended Gas Logics Inc. be contacted to provide a quote for the repairs. Gas Logics was met onsite and KHI is waiting for their quote. Linden Terrace Sylvania Lighting Services and Holophane Light Solutions were on site to provide a quote on updating the outside lighting to a more efficient product. Unit inspections were done on April 28 and 29. Flooring Pictures of the new flooring were circulated at the meeting. The feedback from tenants and contractors that have seen the new flooring is very positive. It was decided that to keep the cost of the sheet flooring down, the floor will be put in living rooms with the VCT in the kitchens, bedrooms and hallways. It gives the living room a warmer and appealing feel when you walk in, instead of an industrial look. Landscaping Lawrence Lawn Care has been to all the properties for the spring cleanup. There was a large amount of garbage and leaves left over from the fall and winter months. Asbestos survey Staff met with Conestogo-Rovers & Associates to do asbestos surveys on our properties constructed earlier than 1990 which included Victoria School, Shantz House and Linden Terrace. The inspectors took samples from uiuts and conunon areas at each property. They will test and report back to Kitchener Housing on the samples they took and will provide us with an Asbestos Management Plan, in accordance with the regulations under the Occupational Health and Safety Act, and in compliance with Ontario Regulations. Gage Green Mike Seiling confirmed that parking spaces are 2.6 metres per spot; therefore repainting the lineage is not possible in order to create more parking spaces. Discussions about the parl~ing, landscape and the other marketability issues at Gage Green will take place at the May Board meeting. 7.3 Follow-up -nil 8. Finance & Administration Business 8.1 Financial Statements -March 2009 The Financial Statements for March had been circulated with the agenda. Ann Eckert gave an overview. Ann presented the report in a new format. The suggested revisions will be made to the April statements. On a motion by C. Cash, seconded by J. Hill and CARRIED, the March statements be approved. 8.2 Rental Arrears Report -March 2009 The Rental Arrears Report for March had been circulated with the agenda. Camelia Suciu gave the report. The arrears for March were 2 % with 1 vacancy and we were over the market target by 14. The year to date vacancy percentage is 0.18. 8.3 Borrowing Resolution -ROW Capital Repair The Borrowing resolution for $ 309,597.00 for Victoria School improvements had been circulated with the agenda. Discussion ensued about the wording of the motion. Board members requested more information and staff will bring the motion back to the May Board meeting. 8.4 Air Conditioning Charge for 2009 KHI has an Air Conditioning Agreement with tenants who install air conditioners. Each year, air conditioners must be professionally installed, inspected and approved by KHI Property staff. All costs and liability incurred are the sole responsibility of the tenant. Although 2009 hydro rates have increased, KHI staff believe it to be important that we once again compare our surcharge rates with other non-profit housing providers. Information collected last season indicated that our hydro surcharges for air conditioners were substantially more than other local providers. Staff is therefore, recommending no increase for 2009 until further comparison data is collected. On a motion by P. Holowaty, seconded by M Seiling and CARRIED that there be no increase for the 2009 rates for air conditioning. 8.5 Follow-up -nil 9. Shehrazad Non-Profit Housing Inc- offer to purchase -the meeting went into Caucus at this time