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HomeMy WebLinkAboutKit Housing - 2009-08-26KITCHENER HOUSING INC MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS HELD: Schmalz Room, City Hall, 200 King Street West, Kitchener DATE: August 26, 2009 TIME: 4:00 p.m. PRESENT: Denny Cybaksli, Mike Seiling, Carl Zehr, Paul Holowaty, John Gazzola, Christina Weylie, Jamie Hill RESOURCE STAFF: Karen Kwiatkowski, Ann Eckert, Kristine Dearlove, Susan Campbell- Emans, Camelia Suciu ABSENT: Andrew Head, Corrine Cash 1. Opening Remarks 2. Denny Cybalsli, 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. Karen introduced Kristine Dearlove. Kristine joined KHI in her new role as Tenant Placement Officer. Kristine previously worked for Lutherwood as the Rent Bank Coordinator and has extensive experience working with social assistance income recipients and eviction intervention. Welcome Kristine! 2. Conflict of Interest -nil 3. Approval of Agenda On a motion by M Seiling, seconded by C. Zehr and CARRIED, the agenda be approved. 4. Approval of Board Minutes - May 27, 2009 The minutes of the Board of Directors Meeting of May 27, 2009 had been circulated with the agenda. The June 24, 2009 Board Meeting had been cancelled due to a lack of quorum. On a motion by J. Hill, seconded by M Seiling and CARRIED, it was resolved that the minutes of the Board Meeting of May 27, 2009 be accepted as a true and correct record of the meeting. 5. Property Business 5.1 Tenant Placement Report The Unit Turnover Activity Report had been circulated with the agenda. Karen Kwiatkowski gave an overview of the report. Kristine Dearlove will present the report starting next month. 5.2 Property Maintenance Report The Property Maintenance Report for August had been circulated with the agenda. Susan Campbell Emans gave an overview of the report. Gage Green Improvements have begun. Ken's Painting will complete the exterior painting and James Main Fencing will begin the ornamental fencing in September. Parking Lots T. Weber has completed repairs and line painting at Waldau Woods, Gage Green, The Charles, Shantz Terrace and Cedar Hill. Pro-Mix The majority of repairs to our washing machines are a result of excessive soap. We installed automatic soap dispensers to one floor at Victoria School and to one machine at Garwood Green, as these two sites had the highest service calls. Tenants will insert their money and the premeasured soap is dispensed into the machine. There will be a slight increase in cost to the tenants to offset the cost of soap but KHI staff is hopefiil tenants will view this as a huge conveiuence. If this is well received, we will add soap dispensers to all our machines. Unit Inspections Unit inspections continue throughout our portfolio and are showing minimum repairs. 6. Finance & Administration Business 6.1 Financial Statements -May, June, July 2009 The Financial Statements for May, June and July had been circulated with the agenda. Ann Eckert gave an overview. The Building General category is a catch all for various expenses and now that encumbrances are included monthly, it exceeds the budget amount. Next month, the building general charges will be broken down into specific categories. On a motion by C. Zehr, seconded by J. Hill and CARRIED, the May, June and July statements be approved. 6.2 Mortgage Renewal for 59 Vanier The mortgage renewal date for 59 Vanier is November lst, 2009. On a motion by J. Hill, seconded by J. Gazzola and CARRIED, whereas. 1. The Housing Provider hereby authorizes the Ministry to solicit and arrange on its behalf such Mortgage(s) or Mortgage facilities with a lender or its authorized agent (the "Lender") as it deems necessary, appropriate or advisable for the project identified above and for the maturity date aforementioned; 2. The Housing Provider hereby agrees to be bound to the Lender for such mortgage purposes and upon the terms and conditions contained in the said Mortgage, or any amendments thereto, and the Housing Provider hereby further agrees to mortgage its property and assets to secure its present and future obligations under the said Mortgage, or any amendments thereto, to the Lender, as deemed necessary or advisable; 3. The Housing Provider hereby authorizes the designated signing Officers to enter into such agreement or agreements amending the terms of the said Mortgage and to deliver to the Lender such document or documents as may be deemed necessary, advisable or required by the Lender to give effect thereto; 4. The Housing Provider hereby confirms that this Resolutions has been ratified and approved by its Board of Directors and it agrees to deliver this resolution to the Ministry and to the Lender; and 5. The Housing Provider further confirms that this resolution shall continue in force and effect until written notice to the contrary is delivered to the Lender and the Ministry with receipt aclalowledged by the Lender and the Ministry. 6.3 Rental Arrears Report -June and July 2009 The Rental Arrears Report for June and July had been circulated with the agenda. Camelia Suciu gave the report. The arrears for June were 3 % with 5 vacancies and we were over the market target by 11 and for July the arrears were at 1% with 7 vacancies and 10 units over the market target. 6.4 Market Rent Increases A comparison of prior years market rent increases and Market Rent Comparables was handed out. We cannot charge less rent than the MNAH guidelines. Kitchener west which includes Gage Green and Waldau Woods is considered a declining area and rents have been reduced by as much as $100. On a motion by C. Zehr, seconded by J. Hill and CARRIED, that the 2010 market rents be increased 0.5% for Linden Terrace, Shantz Terrace, Cedar Hill, Vanier Place, The Charles, Victoria School, Lancaster Maples, Izma Green, Garwood Green; a 1.8% increase for the Rent Supplement Program Cedar View; a 1 - 2 % increase for Stirling Hydro House, Granny Flat, Alice House and River House, and a decrease of 11% for Gage Green and 5% for Waldau Woods. 6.5 Follow-up -nil 7. General Manager's Report The General Manager's report for August had been circulated with the agenda. The meeting went into Caucus at this time Open Forum -nil 9. Other -Philips, Hager & North -Investment Overview. The Investment Account Statement for April 1'`t, 2009 to June 30, 2009 had been circulated with the agenda for the Board's information. 10. Caucus 11. Adjournment On a motion by J.Hill, seconded by P. Holowaty and CARRIED, the meeting adjourned at 5:10 p.m. ACCEPTANCE OF MINUTES Chairman Secretary