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HomeMy WebLinkAboutKit Housing - 2009-05-27KITCHENER HOUSING INC MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Hall, 200 King Street West, Kitchener DATE: May 27, 2009 TIME: 4:00 p.m. PRESENT: Denny Cybalski, Andrew Head, Mike Seiling, Carl Zehr, Paul Holowaty, John Gazzola, Christina Weylie, Jamie Hill RESOURCE STAFF: Karen Kwiatkowsl~i, Ann Eckert, Christine Wilson, Cathy Shafe, Camelia Suciu ABSENT: Corrine Cash 1. Opening Remarks Denny Cybalslci, 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. Corrine Cash has been offered a CIDA internship and will be based in South Africa from June until September. Corrine will be looking at municipal planning processes in the Municipality of Stellenbasch. Corrine will stay in touch regarding board issues through her Internet access and be able to vote electronically on any required issues during her absence. Congratulations Corrine! 2. Conflict of Interest -nil 3. Approval of Agenda On a motion by P. Holowaty, seconded by A. Head and CARRIED, the agenda be approved. 4. Approval of Board Minutes - Apri129, 2009 The minutes of the Board of Directors Meeting of April 29, 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 April 29, 2009 be accepted as a true and correct record of the meeting. Property Business 5.1 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. Board members requested a more detailed accounting of the costs incurred when a tenant moves out. Operating: bad debt + move out repairs+ capital costs. Overview of upcoming rentals For the period of May 1/09 to July 1/09, we have 9 RGI Notices to Vacate - 2 rented at RGI, 7 still available at RGI, 2 Market units available. KHI Web Site Christine is still working on this project and is anticipating an updated KHI website for June. Request for Reviews Two Opportunity to Comment who did not respond within 30 days, 3 Opportunity to Comment resolved without negative impact on tenancy and 2 Negative Decisions made, still within time frame to request Review. Legal Actions One Landlord and Tenant Board (LTB) Order carried out by Sheriff for unsafe behaviour, two RTA Hearings for non- payment of rent and one RTA Hearing for non payment of rent and damage. 5.2 Property Maintenance Report The Property Maintenance Report for May had been circulated with the agenda. Cathy Shafe gave an overview of the report. Victoria School There have been varied opinions on the condition of the Patterson -Kelly boilers at Victoria School. Smith Energy, a sales representative for the Patterson -Kelly boilers, has inspected the boilers and is of the opinion that repairs are needed, but replacement is not necessary. Smith Energy does not service boilers, they only install. Gas Logic provided a quote of $9,028 for boiler #1 to replace the ignition assembly and the air switch and install a conversion kit. They will perform an annual service and isolate the boiler from the system and flush to remove airy build up in the heat exchanger. Boiler # 2 requires an igntion assembly, and they will isolate the boiler from the system and flush to remove build up in the heat exchanger and will perform an aiulual service. The cost is $3,124. Some parts that have been installed on the boilers are not compatible. Gas Logics was not able to provide a life expectancy on the boilers but said all parts are replaceable. They did indicate the largest part to go on the boiler would be a heat exchanger at approximately $ 7,000. To replace with the same boiler, the cost would be $ 15,000 plus labour. By replacing the necessary parts and continuing a regular maintenance, we are hoping to have a few more years left on the boilers. Waldau Woods Roof Replacement The roof replacement has begun at Waldau Woods. This is expected to take approximately 3 -4 weeks. At the same time, we have catch basin and asphalt repair being completed. 5.3 Follow-up Gaye Site improvements Staff have completed information on the demographics and possible themes that will direct our ideas on the improvements into the courtyard redevelopment proposal. Staff have suggested that improvements include: • A sense of tenant ownership - a low rod iron fence at the front of each townhouse facing the inner courtyard -iron fence will protect the windows and downspouts that are now being damaged by balls and bikes. • Encouragement of naturah play -create an area that will promote ball kicking, bike riding, etc for children in the 6 to 13 age category • Stop the nut off of soil erosion • Control the current large play area to allow personal front space for each tenant but also plan for a smaller controlled play area for older youth Once the low rod iron fencing has been installed, property upgrades to vents downspouts and windows will be completed. Additional upgrades to asphalting, numbering and the relocation of the garbage enclosure are underway at this time to improve the entry of the complex. Redesign of the centre courtyard will be postponed until the above improvements are completed. Gage Green has two equipped play areas and is across the street from a city park. Still the main activity for Gage Green children is bike riding and lacking balls in the court yard and making the growth of grass impossible as well as damage to the fronts of the townhouses. 6. Finance & Administration Business 6.1 Financial Statements - Apri12009 The Financial Statements for April had been circulated with the agenda. Ann Eckert gave an overview. Board members are pleased with the new format. On a motion by P. Holowaty, seconded by J. Gazzola and CARRIED, the March statements be approved. 6.2 Rental Arrears Report - Apri12009 The Rental Arrears Report for April had been circulated with the agenda. Camelia Suciu gave the report. The arrears for April were 2 % with 0 vacancy and we were over the market target by 12. The year to date vacancy percentage is 0.27%. 6.3 Philips, Hager & North -Investment overview The Philips, Hager & North Investment report had been circulated with the agenda. Karen gave an overview of the report. 6.4 Audited Financial Statement for KHI and KNPPMI The Audited Financial Statement were circulated with the agenda 6.5 Follow-up -nil 7. General Manager's Report The General Manager's report for May had been circulated with the agenda. An Overview of Capital Repair Funding Request was circulated with the agenda. 10. Open Forum -nil 11. Other 12. Caucus -the meeting went into Caucus at this time. 13. Adjournment On a motion by A.Head, seconded by P. Holowaty and CARRIED, the meeting adjourned at 5:10 p.m. ACCEPTANCE OF MINUTES Chairman Secretary