Minutes
Minutes, October 15, 2024
Minutes from the October 15, 2024 Clarksville CDC Monthly Meeting
Board members in attendance: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Felecia Miller, Kim O’Brien, Thomas Schiefer, Chris Thomas
Others in attendance: Brad Prak, Mark Carpenter, Amanda Cox, Kyle Cox, Jennifer Keane, Lou Rigler, Randi Shade
1. Adoption of Standards of Civility. Chris Thomas.
The following was presented:
CCDC Standards of Civility
- Please be respectful of all meeting participants, do not interrupt when someone else is speaking, and do not speak over that person.
- If you are a visitor at a meeting, raise your hand if you want to speak so the meeting chair can call on you.
- If the meeting topic gets too hostile, the meeting chair reserves the right to end the discussion and move on to the next item on the agenda.
- If the general tone of the meeting gets too hostile, the meeting chair reserves the right to adjourn the meeting.
These standards will apply to all meeting attendees, including the board. On a motion by BJ, seconded by Aubrey, the Standards of Civility were unanimously adopted.
2. Approval of minutes from the September 17, 2024 monthly meeting. Kim O’Brien.
On a motion by Aubrey, seconded by BJ, the minutes from September 17, 2024 were approved.
3. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad reported that our monthly income in September included $19,083 in rental income. Additional contributions (including sale of ACL passes, donated by C3) brought monthly income to $22,353. Expenses this month were $29,507, for a negative balance of $7154.
September financial reports are posted on the CCDC website.
Minutes from the October 10, 2024 Finance and Operations Committee meeting appear at the end of the minutes.
4. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Brad Prak.
Brad reported that PPM has begun renewing leases and the process is going smoothly. Marivaldo is still with PPM but in a new position. Mary Vega is now the CCDC’s property manager. Unit inspections were completed last week. A few items were found, but nothing serious. Overall, the tenants are doing a good job of taking care of their units.
Regarding vacancies, Brad reported the following: 1007 A & B Charlotte---foundation work is wrapping up. Once it is complete, we will remodel the interiors and paint the exterior, tackling rotten wood as we go; 1009 A Charlotte--make ready wrapping up; 1720 B W 11th--make ready wrapping up; 1708 B W 10th--just vacated. We are proposing for the resident in the A unit to transfer to this as their unit needs repairs we can make easier if it is vacant; 1611--once its ready, we have a transfer option for our long-time residents in 1821 A Waterston. Their unit needs a lot of work that again, is easier done if the unit is empty and they are a good fit for the rent restriction we have on 1611.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that there has been no progress on the required excavation (EX) permit. There may be hope on the horizon, however, because COA Housing officials are getting pressure from HUD because the project has dragged on so long—if not completed soon, they may have to return money to HUD, which raises the stakes considerably. As such, they have brokered an on-site meeting with Sam West, COA Transportation & Public Works, to discuss next steps. We have supplied times that we can meet and are waiting to hear back from Mr. West.
5. Discussion of creating a CCDC Membership Directory.
A membership directory was suggested in the member survey. To the boards’ response that it was something they did not have time to take on, a member volunteered to take on the project. Prior to moving forward, though, it was agreed that we needed to determine if it was something the membership was actually interested in having. Additionally, questions were raised as to what the membership directory would be used for and what information it would contain. It was agreed that we would reach out to the member who volunteered their time to discuss next steps.
As a part of this discussion, member Jennifer Keane shared information from Texas non-profit statutes (specifically, Business Code, Chapter 22158) that may govern how CCDC membership information must be shared. The board will look into this further.
6. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
Kim gave an update on ongoing negotiations concerning Hartland Plaza (Lake Austin PUD.) Agreements have been made about what will be required for future pickleball use. She also provided an update on the properties directly to the south of Zydeco Development’s West Lynn property (Nau’s/Café Medici/etc.) Zydeco is in negotiations to obtain these properties from the developer who owns them now (and has approved City plans for a multi-family project that is not compatible with the neighborhood.) If Zydeco is successful, they plan a project that will integrate with the Nau’s project (with a restaurant and some additional housing.)
7. Other Business.
A question was raised about looking for foundation money to pay back the line of credit that we have begun drawing down on to pay for property improvements. The board responded that the current budget anticipates making monthly payments to pay down the line of credit.
BJ reported that Austin Museum Day was a huge success, with a steady stream of visitors all day (estimated at 300 people.) Soul Man Sam was a bit hit. Docents were available all day. Many attendees commented that they had no idea that the Haskell House existed. Thanks to Aubrey for underwriting Soul Man Sam, and Astound Broadband for funding.
Kim mentioned that she’d shared Blue Santa information with Brad to share with tenants who have children 14 and under.
A reminder was given about the event currently taking place at the Haskell House on Friday and Saturday nights, Speak No More: Witch, presented by theater company La Fenice. Someone who’d attended the production said it challenged your imagination. The show continues through November.
8. Executive Session, if necessary.
The board did not meet in executive session.
Action taken via Electronic Vote:
On September 30, 2024, the board voted to adopt the FY 2024-25 operating budget. This matter was time-sensitive and could not wait until the October meeting. The approved budget can be found here.
Minutes From F&O Committee Meeting on October 10, 2024
Attending: BJ Friedman, Chris Thomas and Mary Reed.
1. Mary reported that according to Kim, we are still waiting for an excavation permit from the city for 1611 West 10th Street. The retaining wall cannot be built without that permit and other actions cannot be taken as well. American Youth Works (AYW) has tried to figure out the reason for the delay and on 10/10, the city had reached out to schedule a meeting on site that will include someone with the City, Kim O’Brien, David Clauss, and Ashley Rodriguez with AYW.
2. Mary reported that Prak had completed inspections of all CCDC properties and everything was in good condition. Currently, Prak is looking for tenants for some Charlotte Street units, the top unit at 1708 West 10th and 1720B West 11th Street.
Brad Prak is considering offering the older couple living at Waterston the opportunity to move into one of the Charlotte Street units or maybe 1611. Moving them would allow Prak to perform some much-needed repairs at the couple’s home inside and out.
Minutes, September 17, 2024
Minutes from the September 17, 2024 Clarksville CDC Monthly Meeting
Board members in attendance: Aubrey Carter, BJ Friedman, Paula Hern, Felecia Miller, Kim O’Brien, Mary Reed, Chris Thomas
Others in attendance: Brad Prak, Karen Kennard, Randi Shade
1. Approval of minutes from the August 20, 2024 monthly meeting. Kim O’Brien.
On a motion by Paula, seconded by BJ, the minutes from August 20, 2024 were approved with corrections.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad reported that our monthly income in August included $18,103 in rental income. Expenses this month were high ($60,995) due to expenses related to the make-ready of one of the Charlotte properties and preparation for foundation work at another of the Charlotte properties.
August financial reports are posted on the CCDC website.
Minutes from the September 12, 2024 Finance and Operations Committee meeting appear at the end of the minutes.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Brad Prak.
Brad reported the following: 1007 Charlotte is empty pending porch and foundation work; 1009A is currently vacant; 1720B is vacant, make-ready planned. 1720B W. 11th vacant, but expect to be rented soon. 1817B W. 10th will be empty by the end of the month (note: this is an RHDA property which comes with the following requirements: tenant income must be below 50% MFI, rent can’t exceed 30% of income.) There currently are no Clarksville descendants on the waiting list. There was a discussion about spreading the word about vacancies. Sharing on social media was suggested.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that we are still awaiting the issuance of the required Excavation permit (related to the retaining wall.) We have met placement requirements—which we were able to do without having to relocate the water meter—but were rejected for not attaching previously submitted bond and insurance information. We have resubmitted and are awaiting approval. The few remaining interior items are being addressed. Sod will be installed. Additional landscaping will take place when temperatures are cooler. Final inspection cannot take place until we’ve secured the Excavation permit, but we are holding at a September 2024 project completion date, in hopes that we can secure it shortly. Some good news: we will be getting a solar rebate of $2500. Brad reminded the board this unit is a RHDA unit. As such, tenant income must be below 50% of MFI and rent can’t exceed 30% of tenant income.
4. Discussion and approval of 2024-25 rents for CCDC housing units. Brad Prak.
Brad presented a proposed rent schedule, with individual rents increasing from 2% to 10% based on current tenants and their income. As in the past, the board’s policy is to not set a rent that is higher than 40% of a tenant’s income and to review proposed rent increases annually. The proposed schedule currently reflects the 40% requirement; rents will be adjusted if necessary to insure this when leases are issued.
There was a discussion about the balance of respecting our tenants’ financial situations with the CCDC’s need to maintain our properties amidst rising costs. We believe that setting rents at 40% of income keeps our properties affordable without creating an unreasonable burden for our tenants.
On a motion by BJ, seconded by Chris, the rent schedule was unanimously approved.
5. Discussion of the 2024-25 CCDC budget. BJ Friedman and Brad Prak.
The FY 2023-24 budget and year-to-date expenditures, along with a draft budget for the next fiscal year was shared. Board members remarked that there is not much difference between last year’ and this year’s proposed budget. Some needed information—including remaining 1611 W. 10th Street expenditures—remains. The budget, which will go into effect on October 1, will be approved by an electronic vote.
6. Discussion of plan for Bylaws revision. Mary Reed.
As an offshoot of last month’s discussion of the member survey report, the board agreed to come up with a process to revising the current bylaws at the September meeting. The following proposal was presented and adopted.
A subcommittee of the board, made up of BJ Friedman, Malcolm Greenstein, Felecia Miller, and Mary Reed, will lead the process. Beginning in January, they will be supported by the UT Entrepreneurship and Community Law Clinic. Prior to January, information will be shared will all CCDC members, asking for input and suggestions for changes. It was agreed that all members’ comments and suggestions would be shared with the membership, as well. Draft bylaws will also be shared with the members when complete.
7. Discussion of plans for Austin Museum Day. Mary Reed.
Austin Museum Day at the Haskell House will take place on Sunday, September 22, noon to 4. All board members who are in town need to be at the Haskell House at 10:30 to set up. Docents will be available throughout the event. Soul Man Sam and his band will play at 2 p.m. Free refreshments will be on hand, and we’ll have merch to sell: Haskell House puzzles and hand fans (new items), along with our notecards, t-shirts, and earrings. Gift cards have been donated by Cippolina, Taco Flats, and Galaxy. These will be raffled, with tickets priced at 1 for $5, 3 for $10.
8. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
Paula reported that we have 4 ACL passes to sell, 2 for each weekend. Members will be given a first priority for them, with a wider net being cast should any still be available.
Kim reported that OWANA, working with the nearby neighbors of Hartland Plaza, continues negotiations on HP’s PUD amendment. Points of contention include issues surrounding the pickleball courts and HP’s request to include a cocktail lounge in the development. The Planning Commission is scheduled to discuss this project again on September 24.
9. Other Business.
Paula and Mary, looking for a way to make the backroom/bathroom area of the Haskell House look more appealing, presented the idea of having some pen and ink drawings by long-time Old West Austin resident Ed Jordan framed and hung. The drawings are of Clarksville homes. Paula has offered to pay for framing. Aubrey suggested contacting the gallery on West 12th to see if they might help with costs. Aubrey would like to work with them and see about making prints for sale of the drawings.
Randi Shade asked for an update on her request to learn when CCDC made the change to rent to families with children under 18. The board apologized for the delay and that the information would be forthcoming.
10. Executive Session, if necessary.
The Board did not meet in Executive Session.
Minutes From F&O Committee Meeting on September 12, 2024
Attending: BJ Friedman, Mary Reed. Absent: Chris Thomas
1. BJ and Mary discussed why the Grounds Contract expense on the CCDC’s P & Ls for July and August have been so high. Because Linda had categorized the foundation work at 1009 Charlotte as a Grounds Contact expense when it should have been treated as a Repair expense. Linda will correct.
2. Mary reported that according to Kim, we are now waiting for an excavation permit from the city for 1611 West 10th Street. The retaining wall cannot be built without that permit. Ashley with American Youth Works believes that the permit will come quickly.
3. Mary reported that according to Malcolm a hearing must be scheduled before the attorney representing Tony Brown, the defendant in our lawsuit related to the driveway at 1611, can officially withdraw from the case. The attorney asked the court for permission to do so earlier this year, but because Brown never signed the paperwork related to the withdrawal request, a hearing is necessary. The hearing will take place on Zoom and according to Malcolm, it’s just a legal formality.
4. BJ and Mary discussed the need for all board members to promote CCDC activities and events, like Austin Museum Day and the upcoming series of performances happening at the Haskell House.
5. Mary suggested that at this year’s AMD, we ask people to make a donation to the CCDC if they want to enter our gift card raffle. BJ suggested $5/ticket.
6. BJ will send the board the current FY budget as adopted together with actual year-to-date expenditures and ask members to come to the next board meeting with any changes or additions they would like to see included in the CCDC’s 2024/2025 FY budget.
7. BJ and Mary discussed moving to a floating time for future F&O Committee meetings rather than always scheduling them for 4PM. This is because the meeting time was set to accommodate Chris’ schedule, but more often than not this year he has not been able to meet then because of work and parental obligations, but BJ and Mary can usually meet earlier in the day. They agreed that if Chris knows in a given month that he can meet at 4, that’s when the three of them will meet; otherwise, BJ and Mary will meet earlier on their meeting day.
Minutes, August 20, 2024
Minutes from the August 20, 2024 Clarksville CDC Monthly Meeting
Board members present: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Felecia Miller, Kim O’Brien, Mary Reed, Chris Thomas
Others present: Brad Prak, Karen Kennard, Randi Shade
1. Approval of minutes from the July 16, 2024 monthly meeting. Kim O’Brien.
On a motion by Paula, seconded by Chris, the minutes from the July 16, 2024 monthly meeting were approved.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Note: July financial reports are posted on the CCDC website.
We ended the month with a loss, as we have for much of this fiscal year, further depleting our reserves. This is due to tenant turnover (loss of rent + make-ready expenses), renovation of 1817A W. 10th, and other major property repairs.
We are anticipating repair work at one of the Charlotte properties to be around $40,000-50,000. We will need to tap the line of credit to cover this needed work. Paula made a motion, seconded by BJ to allow access to the line of credit to make these needed repairs. The motion passed unanimously.
The Finance and Operation committee did not meet.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Brad Prak.
All work has been completed on 1817A W. 10th Street and residents have relocated. Paula asked questions about the quality of the vinyl flooring installed at this property, expressing concerns for its longevity and wondering if it would be used in other properties. Brad recognized Paula’s concerns and explained the flooring was chosen to provide a product that was easy for tenants to maintain.
Make-ready work on the Neighborhood Center has been completed. There has been turnover at 2 units, but Brad believes these can be made-ready and filled quickly.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that there’s been another holdup from the City—this time the Transportation & Public Works Department with first requiring an excavation permit to reinstall the retaining wall they made us take down, and then requiring us to move the wall back 5’ from the curb to allow for a “future sidewalk.” We informed TPWD that we would not move the retaining wall back because it would destroy the streetscape—all properties on the south side of that portion of W. 10th Street have rock walls at or near the curb. As of this moment, TPWD is now requiring that we move the retaining wall back only 18”. We can live with this. They are also requiring, however, revised plans, which would be both an unneeded expense and would take additional time. We plan to fight this. Ashley will send this response in the morning. If this is not resolved in the next few days, Kim will reach out to Councilmember Qadri and Mayor Watson and ask their offices to intervene.
4. Review of tenant turnover and rents for CCDC housing units. Brad Prak.
This item was tabled until next month’s meeting.
5. Discussion of CCDC member survey results. Mary Reed.
Mary presented a summary of the survey results. (This information was shared in an email sent to CCDC members on September 12, 2024, copied below.)
Also discussed under this item was the need to update current CCDC Bylaws. Various suggestions were made regarding the process to follow by both Board members and CCDC members in attendance. This item will be placed on the September agenda.
Report On the CCDC’s Survey of Its Members
Introduction
On June 7th of this year, the CCDC board of directors emailed a survey to the 185 members of the CCDC. The goal of the survey was to collect baseline data on Members, learn about their concerns, and find out what changes Members would like the board to consider. Thirty-four individuals completed and returned the survey
This report summarizes what the board learned from the survey. It also highlights changes the board has made as a result of what Members shared with the CCDC, some things the board will consider doing in the future and some member suggestions the CCDC has no current plans to act on.
Takeaways
• A majority of respondents have lived in Clarksville for at least 5 years. 50% have lived here for more than 20 years.
• The vast majority of respondents have visited the Haskell House.
• The vast majority of respondents have visited the CCDC website.
• The CCDC’s events are popular: Our annual ice cream social is the most popular (14 mentions), followed by our Christmas party (9 mentions). Austin Museum Day was mentioned 3 times.
• 54% of the people who responded to the survey question about volunteering for the CCDC, or 15 people, indicated they would like to volunteer. The majority of those respondents did not indicate what they would like to do as a volunteer; however, the survey did not offer any specific options for volunteering.
· There were 10 responses to the question “Is there anything else you would like to share with the CCDC board of directors?” Six out of the 10 respondents, or 60%, commented positively about the CCDC and its board. Of the other four respondents, 2 indicated they had nothing more to add; 2 others raised concerns about the bylaws, voting rights of those who no longer live in the neighborhood, term limits for board members, more visibility regarding CCDC finances, and CCDC boundaries.
Respondent Comments and Suggestions the CCDC is Acting On
• Identify other ways to make more people aware of CCDC board meetings besides posting agendas at Fresh Plus. For example:
1. Email monthly meeting agendas to all CCDC members
2. List board meetings on the Events page of the CCDC’s website.
3. Post agendas at Mary Baylor Park
The CCDC board will implement all of these suggestions immediately.
• Make the following revisions to the CCDC website:
1. Make it clearer where to find agendas and minutes.
Put your cursor on the About Us tab of the CCDC’s website home page and you’ll immediately see Agendas and Minutes.
2. Add our monthly financials.
Monthly CCDC financials can now be found on the Minutes page of the website, https://www.clarksvillecdc.org/minutes.
• Do more fundraising. Ask for donations more often and be clearer about what we will use the money for.
The CCDC board will discuss how and when to do more fundraising.
The Survey Shows We Need to Review Our Bylaws
Some respondents referred to things in the bylaws that are outdated and that the CCDC board has already agreed we need to address. For example, we no longer have a tenant selection committee. Three respondents suggested significant changes to the bylaws -- board member term limits, for example, and questioned whether CCDC members who no longer live in the neighborhood should have the same voting rights as members who do.
These suggested changes will be considered by the board during its upcoming revision process, which the board discussed at its August meeting. Among other things, the board set up a committee, whose members will review the bylaws and suggest changes for the full board to consider. Also, since that meeting, UT’s Entrepreneurship and Community Law Clinic has agreed to assist us with the review and revision process. We believe that the Clinic’s objective input and guidance will be very helpful.
The board also agreed that CCDC members will have the opportunity to propose bylaws changes via email and will send members an invitation to do so with a deadline for sharing their suggestions. A downloadable version of the bylaws can be found on the CCDC website.
Other Suggestions
• Add a password-protected Members-Only area to our website.
We don’t see a need for this at this time.
• Create a Members directory or a neighborhood directory.
Doing this and maintaining it would be quite an undertaking. We do not have the capability to consider this at this time.
• Allow Members to attend CCDC meetings virtually.
This would require capital expenditures that are 1) not currently budgeted and 2) would require coordination with the City due to the Haskell House being a historic property.
• Organize a CDC budget event; a how-we-select-tenants event; a how-we-maintain-our properties event.
If people want to find out about these things, they can email the CCDC or attend a board meeting and ask questions. They can also request that an item related to tenant selection, the CCDC’s budget or property maintenance or other matters be added to a CCDC agenda. The process for making such a request is spelled out on the Agendas page of the CCDC’s website, https://www.clarksvillecdc.org/agenda.
• Organize more neighborhood walking tours.
Something to consider after the Clarksville walking tour brochure is revised.
• Organize book-related events for kids.
Is there a member or members who would like to take this on?
• Create more affordable housing.
This is something we wholeheartedly support, but currently are limited due finances and property availability. We stand open, however, to pursue any opportunities that may arise.
• List the addresses of the CCDC’s affordable housing properties on its website.
The board is committed to preserving the privacy of CCDC tenants, and believes that listing their addresses on the website would be inappropriate.
6. Haskell House Advisory Group report. Felecia Miller.
Felecia reported that all members of the Haskell House Advisory Group (HH AG) have resigned in order to pursue a mission focused entirely on bringing Clarksville Descendants together to preserve Clarksville’s history. They plan to create a separate 501c3 that will work together with both the CCDC and with Sweet Home MBC. The board expressed excitement about this development and looks forward to working with this re-configured group. In response to a question, the board agreed that there will no longer be a HH AG. It was agreed that any donations given to the CCDC for use by the HH AG would belong to the new Descendants organization.
7. Discussion of plans for Austin Museum Day. Mary Reed.
Austin Museum Day is Sunday, September 22, 2024, noon-4 p.m., at the Haskell House. Docents will be available throughout the day. We will serve lemonade and homemade cookies. Family activities will include Haskell House jigsaw puzzles, and yard games. Soul Man Sam will perform at 2 p.m. (thank you, Aubrey!) Local restaurants will be approached for gift cards that can be given to visitors. Astound Broadband has provided funding for the event.
8. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
Paula reported that the Austin mayoral candidates have been invited to the next general membership meeting. Also, that OWANA is discussing revising their bylaws, as well as ways to increase membership. No word yet on donated ACL tickets. There was no news to report from the Zoning Committee.
9. Other Business.
No other business was discussed.
10. Executive Session, if necessary.
The Board met in Executive Session to discuss a tenant-related matter.
Actions taken via Electronic Vote:
On August 4, 2024, the board authorized BJ Friedman, CCDC Treasurer, to sign an agreement to authorize our external auditor to undertake our annual audit. The cost is covered in the budget. This matter was time-sensitive and could not wait until the August meeting.
On August 6, 2024, the board agreed to send a letter of support for an appeal of a Historic Landmark Commission (HLC) decision. The letter urges the City Council to respect neighborhood design standards and asks for granting the HLC power to enforce those standards. This matter was time-sensitive and could not wait until the August meeting.
Minutes, July 16, 2024
Minutes from the July 16, 2024 Clarksville CDC Monthly Meeting
Board members present: BJ Friedman, Malcolm Greenstein, Paula Hern, Felecia Miller, Kim O’Brien, Mary Reed, Thomas Schiefer, Chris Thomas
Others present: Randi Shade
1. On a motion by Chris, seconded by Thomas, the minutes from the June 18, 2024 monthly meeting were approved.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad was unable to attend the meeting but the monthly financial reports were reviewed. The profit and loss for June shows a deficit of $47,000. $35,000 of this is due to expenses related to 1817A W. 10th. Money will be moved when the work is complete to balance much of this out. Rental income is slowly climbing back up.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Brad Prak was unable to attend the meeting, but the following was discussed: we anticipating having have all but one unit filled by the end of September. No update was available on move-in plans for 1817A W. 10th.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that J. R. Concrete Pros, LLC, has submitted a $10,000 bid for the driveway, approach, and back landing, and preparation of all areas. (This bid is $7000 less than the second subcontractor, and $4000 less that the original subcontractor.)
The pre-pour inspection is scheduled for tomorrow. The concrete work can begin after that.
Questions were asked about landscaping plans, wondering if we should postpone some planting until the fall. BJ will ask her friends about plants. Mary has a landscaper who may be able to donate some of his time. Board members might need to pitch in, too.
4. Haskell House Advisory Group report. Felecia Miller.
Felecia reported that the HH AG has put together a budget that they will share with the board. Potential children activities for Austin Museum Day are being discussed. Additionally, they are looking toward coordinating with other Freedom Colonies, sharing information and experiences.
Mary will share information on Preservation Austin grant possibilities. .
5. Report on June 23, 2024 Clarksville Conversation: Sundays at the Haskell House event—Ailisha Macharia speaking on “One Woman’s Story About the Transformative Power of Growing Food.”
Mary reported that Ailisha gave a great talk, relating the transformational aspects of gardening based on her own life experience. She was an engaging speaker, who spoke for over an hour and answered questions. It was a small crowd, but very engaged.
Thomas mentioned that it’s worth having a discussion about having the speakers inside the Haskell House when it is so hot outside.
6. Report from OWANA Steering and Zoning Committees.
Paula reported that OWANA is supporting Zydeco Development’s request for onsite parking on W. 12th Street. OWANA is working to gain more members, both general & businesses. Donna Osborne is now the newsletter coordinator. Paula also reported on the 4th of July parade, which was a great success and a lot of fun. Meghan Yancy, Zydeco Development, designed a OWANA t-shirt and stickers, which includes an image of the Haskell House. Both committees continue to consider the proposed changes to the Lake Austin PUD (Hartland Plaza.). Two issues are contentious—the pickleball court (OWANA is insisting that it be enclosed and the project’s desire for a cocktail lounge in the complex (OWANA wants restaurant only, not a bar.) This project may go before the Planning Commission as early at August.
7. Other Business.
Mary provided an update on her possible participation on a proposed panel for the Texas Museum Conference in April 2025. After a lot of back and forth with the panel’s sponsor regarding balance on the panel, she has decided not to participate.
Mary reported on Austin Museum Day (September 22, 2024.) She has solicited a few people to help with planning. Last year we served homemade cookies and lemonade, and had Haskell House images for coloring and Haskell House jigsaw puzzles for visitors to work on. These are activities we’ll have again this year. Other possible swag is being considered. One thing agreed upon is creating handheld paper fans to sell at the event. Astound Broadband has provided funding for the event. It was agreed to approach Zydeco Development to ask if they would be interested sponsoring.
The Board discussed various efforts underway to spiff up the Haskell House prior to Austin Museum Day. Paula has purchased a utility closet for the bathroom. Aubrey was unavailable to give the status of the photo caption project. He and Thomas will work together to design, create, and install a shelf in the backroom. Paula stated that she has some long-leaf pines boards that could be used.
Kim reported that our final grant report is due to the Texas State Affordable Housing Corporation on August 1. TSAHC provided $10,000 toward the renovation of 1817A W. 10th Street.
Mary reported that we were contacted by a family reunion who wanted to visit the Haskell House and take a guided walking tour, but the group was 100+ people, far too large to be accommodated. Thomas offered to reach out to them and to see if there were any options we could offer.
8. Executive Session, if necessary.
The Board did not meet in Executive Session.
Action taken via Electronic Vote: On July 8, 2024, the board voted to renew the Clarksville CDC’s $50,000 line of credit with Frost Bank. This matter was time sensitive and could not wait until the July meeting.
Minutes, June 18, 2024
Minutes from the June 18, 2024 Clarksville CDC Monthly Meeting
Board members in attendance: Aubrey Carter, BJ, Friedman, Paula Hern, Kim O’Brien, Mary Reed, Thomas Schiefer
Others in attendance: Felecia Miller
1. Approval of minutes from the May 21, 2024 monthly meeting.
On a motion by Aubrey, seconded by Paula, the minutes from the May 21, 2024 monthly meeting were approved as amended. The approved minutes are posted on the website.
2. Nomination of Felecia Miller to complete term of resigning Board member Gregory Tran.
On a motion by Mary, seconded Paula, Felecia’s appointment was unanimously approved. She will serve until the term ends in April 2025.
3. Presentation of monthly financial reports. Brad Prak, Prak Property Management (PPM.)
Brad was unable to attend the meeting. Mary shared his report.
Brad Prak, Prak Property Management, reported that as of the end of May, we had $120,854 in our money market account ($40,000 of this total is allocated for 1611 W. 10th), and $5965 in our checking account. The majority of the month’s expenses were due to repairs, primarily for work at 1817A W. 10th, some of which will reimbursed for project-specific grant and donation funds. Mary commented that Haskell House donations are being lumped into the general donation account. She is working with Linda Parsons, PPM, to get them separated.
Minutes from the June 3, 2024 Finance and Operations Committee meeting appear at the end of these minutes.
4. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Brad was unable to attend the meeting, but Mary reported on the work that is continuing at 1817A W. 10th.
b. New construction at 1611 W. 10th Street.
Kim reported that work is planned tomorrow at 1611 W. 10th. An AYW crew will remove the previously installed retaining wall. The stones will be temporarily placed in the front yard. With the wall removed, we will be out of the easement/ROW line. As soon as the stones are removed, Ashley will contact Sam West in ROW so that he can inspect to ensure the ROW is clear, then we can activate the long-awaited DS (Driveway/Sidewalk) permit, which will clear us to pour the driveway. Sam was in the meeting we had last month and is well-versed on our saga. Once the driveway is poured, the retaining wall will be reinstalled.
In other good news, AYW has secured a new concrete subcontractor, J.R. Concrete Pros LLC. They are still in cost negotiations, but this is a promising development.
5. Haskell House Advisory Group report, including details of the Advisory Group’s participation in the 2024 Austin Juneteenth parade.
Felecia shared the following about the Juneteenth parade. “It was a great success. Many people were fascinated by Clarksville and curious about the image on the banner. This gave us an opportunity to share some oral history about the Haskell House and Clarksville. Some attendees expressed interest in learning more and contributing.” Felecia thanked sponsors: CV1871 (t-shirts); Astound Broadband (banner); and All-American Flags & Banners (banner pole.) Participants included HH AG members Felecia Miller, Otisha Rhambo, Hannah Michael, and Stephanie Lang, along with Cecelia Glasco, HH AG member Znobea Williams’s mother.
Regarding the CV1871 t-shirts, the company is owned by a former Clarksville resident. She has offered to provide us with Clarksville shirts that we could sell with a slight markup at the Haskell House. Felecia will discuss this idea with the HH AG. Other possible HH merchandise ideas discussed: Haskell House puzzles, HH hand-held fans.
Mary reported that Austin Parks and Recreation requested photos of the parade, which were then shared with National Park Service’s Reconstruction Era National Historic Network, who shared who shared the image with the banner prominently displayed on their Instagram feed.
6. Update on initiatives made by the CCDC in response to comments by members at the Annual Meeting.
Mary reported the following changes to the website:
· Bylaws are now easier to find; and added a Bylaw button
· Redid the “About Us” page to make information more easily accessible
· Added info on how to add an item to the agenda
· Moved the board members from the bottom of the About Us Page to the side
She also reported that the survey of the members has been distributed and so far the response has been good (17% response rate which is a bit higher than industry projected return rates.) Deadline for responses is coming up soon.
Thomas asked when we would share the updates with the members. Mary responded that an email will go out next week.
7. Reminder of upcoming Clarksville Conversation: Sundays at the Haskell House event—Ailisha Macharia speaking on “One Woman’s Story About the Transformative Power of Growing Food,” Sunday, June 23, 2-3 p.m.
Flyers advertising the event have been distributed door-to-door, and were shared with the Clarksville and Deep Eddy community gardeners, OWANA, and the appropriate CCDC email lists.
8. Report on the Ice Cream Social.
Another fun event. The homemade ice cream was delicious and the competition strong. Winner this year was Ellis Tran (10-years old), with Beckett Raftus (15-years old) as runner up. Ellis was inspired to enter after seeing Beckett win last year.
9. Report from OWANA Steering and Zoning Committees.
Paula reported that the Steering Committee agreed to give $1500 to the Mathews Fund for Excellence Scholarship fund (money goes to high school graduates who attended Mathews); plans are being made for the 4th of July parade; and discussed proposed changes to the City’s ETOD plan concerning building height on the westside of North Lamar, historical preservation requirements, and flooding-related issues.
Kim reported that the Zoning Committee heard a presentation regarding 1013 and 1015 West Lynn & 1004 and 1006 Eason. A site plan has been approved by the City for this project, but owners are revisiting their plans in light of Zydeco’s abutting development at the corner of West Lynn and W. 12th. Designs (land planners) to begin the process anew. The ZC is hoping the revised plans will be more compatible with the neighborhood than what was originally proposed. And negotiations continue regarding Lake Austin Commons PUD (Hartland Plaza). Owners want to add an additional story onto the existing garage for office/gym/cocktail lounge space. They will come back with specific square footage amendment for the cocktail lounge. In a related development, Pickleball Ranch, a Harland Plaza tenant, is no longer operating at that location.
10. Other Business.
It was discussed if event flyers could be shared with the condo residents across the street from the Haskell House (a resident requested). Mary will talk Mark, her contact at the condos, about sharing information.
Felecia shared that the Texas Empowerment School has invited the HH AG to share information about Clarksville.
Mary shared that she’s been invited to participate on a panel discussing black history at an upcoming Museum-related gathering. The board concurred with Mary’s thoughts that it would be best if she agrees to participate only if HH AG member Stephanie Lang can join her as a co-presenter.
Aesthetic improvements to the interior of the Haskell House were discussed. These include installing a shelf in the back space, placing a utility closet in the bathroom, the production of new photo captions throughout, and an additional photo wall in the back space. Thomas and Aubrey will come up with a design for the shelf; Aubrey will work with Felecia on the picture captions. The goal is to have all of this done prior to Austin Museum Day in September.
11. Executive Session, if necessary.
The board did not meet in Executive Session.
Action taken via Electronic Vote:
On June 3, 2024, the board approved the renewal of our insurance policies. This matter was time-sensitive and could not wait until the June meeting.
Minutes From F & O Committee Meeting on June 13th, 2024
Attendees: BJ Friedman, Mary Reed. Absent: Chris Thomas
1. BJ and Mary did not discuss the May financials because they had reviewed them earlier in the week and there were no problems.
2. The retaining wall at 1611 has been dismantled as per the city’s request because it was not built properly. Now a permit is supposed to be issued so the driveway can be poured.
AWY fired concrete company #2 for lack of communication and follow through and hired a new company that is charging less than company #2. $8,500 ($2500 for the approach and $8,500 for the driveway itself.)
Stove and refrigerator were to be delivered this past Monday.
3. The county DA’s office has instructed Malcolm to file a criminal complaint for theft report against Tony Brown, concrete company #1.
4. Work at 1817A West 11th is about 85% complete according to Brad. Most of the remaining work is exterior work. Also, fence needs to be installed.
Work at the Center is about 1/2 completed, should be done this month, well in advance of the lease start date of August 1.
Brad wants to give the board a tour of both properties once they are 100% complete.
Minutes, May 21, 2024
Minutes from the May 21, 2024 Clarksville CDC Monthly Meeting
Board members in attendance: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Thomas Schiefer, Chris Thomas
Others in attendance: Jennifer Keane, Karen Kennard, Felecia Miller, Brad Prak, Randi Shade
1. Approval of minutes from the April 16, 2024 Annual Meeting and the March 19 and April 16, 2024 monthly meetings.
On a motion by Thomas, seconded by Malcom, the March minutes were approved. On a motion by Chris, seconded by Paula, the April Annual Meeting minutes were approved with corrections. On a motion by BJ, seconded by Paula, the April monthly minutes were approved with corrections. The approved minutes will be posted on the website.
2. Presentation of monthly financial reports.
Brad Prak, Prak Property Management, reported that as of the end of April, we had $120,681 in our money market account, and $42,921 in our checking account. April income was $14,879, expenses were $27,751. Expenses included approximately $7,000 in make-ready expenses plus increased maintenance staff-related costs, and a large expense due to an HVAC repair. Also included are $38,000 in expenses related to contracted work at 1817A W. 10th. These will be covered by dedicated funds when the project is complete.
Our recent audit provided depreciation figures. The April P&L includes a cumulative amount from the beginning of the fiscal year through April. Going forward, the costs will be monthly.
Kim mentioned that we have received $2,149.08 from I Live Here I Give Here. These are matches from the Amplify Austin Day campaign--$1900 from Reissa Foundation + small amounts from Shield-Ayers Foundation & Lee & Roger Kintzel matches which were divided between all housing-related non-profits. This will show up on next month’s reports.
Minutes from the May 16, 2024 Finance and Operations Committee meeting appear at the end of these minutes.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Brad reported that 2 vacant units will be filled by the end of this month. Residents will be moving out of one of the Charlotte units at the end of month, but renting the unit will be delayed until the house is leveled.
Work on 1817A W. 10th is about 90% complete. Cost estimates for the project are approximately $90,000.
b. New construction at 1611 W. 10th Street.
Kim shared the following report:
· Latest news: Meeting last Thursday with AYW/CCDC, COA Housing, Transportation, & ROW permitting representatives. Not all departments involved in our permit release were present, but the take-charge ROW engineer in attendance assured us that going forward he would be sure to copy everyone who touches the project on everything to ensure that everyone knows what everyone else is doing. This meeting was arranged by the City Housing Department, and was pulled together in a remarkably short time frame—about 48 hours from the time it was suggested until it took place. There are still plenty of places where we can stumble, but this was a big positive step—and one we first asked for 10 months ago.
· Possible stumbles: AYW’s concrete sub-contractor, the primary player in what needs to be done to satisfy the City, is slow to respond—to both AYW and to the City. This project is a priority for AYW—they want it complete as much as we do—so we will have to trust them to stay on the contractor.
· How did we get here? In the big scheme of things, this is a very small project, taking place in a City with a lot of projects, many of them very big. I can only speculate about the workload of City staff, but I imagine it’s unimaginable. Sadly, it took us a long time to get the attention of folks within the system who would take the time to look at the project holistically and pull the right people together and hopefully get everyone on the same page. We are on their radar now. We intend to stay there.
· Work that remains: driveway pour, redoing front steps. Minor electrical work inside when concrete work is done. Landscaping.
· Unlike our other properties, this is a construction project, and as such, has not yet been handed over to PPM for management. They, however, have generously agreed to step in and keep the property looking better until the work is completed.
4. Haskell House Advisory Group report.
Felecia Miller shared plans for HHAG participation in the Juneteenth parade. The HHAG has a t-shirt sponsor—CV 1871—who will donate shirts to the parade participants. The group plan to hand out candy, and they hope to have a banner for the parade.
Thomas stated that he is working with Astound Broadband (formerly Grande) on a contribution from them to support CCDC activities and events. He will work with Felecia to see if donated funds can cover the cost of the banner.
5. Discussion of comments and concerns shared at the Annual Meeting of the Members and steps to take moving forward.
The Board’s discussion began by noting the great news of 76 new CCDC members, bringing our current total membership to 185. Increasing membership is something the board has been wanting to see for a long time, recognizing that the more people who are involved the more dynamic the organization can be. Discussion also acknowledged that there are members, new and old, who are unhappy with current operations and want to see changes.
In order to harness new energy and get a handle on what the membership wants, a survey was discussed as a way to find out who our members are, what they know about us, and what they want to see the CCDC doing. A survey would also gather information on what skills members have and are willing to share that would benefit the CCDC. Mary stated that she has past professional experience in conducting surveys. She offered to take the lead in drafting survey questions to share with the Board for input. The process envisioned will be collaborative, with all Board members being involved. Some Board members expressed concern that taking a survey will slow down the energy we have now. Mary responded that the survey could be conducted in a month and it can help us move forward in an informed manner. The Board decided to move ahead with the survey.
Members in attendance shared the following issues, concerns, questions:
· The CCDC website could be improved; e.g., making member-related information easier to find. Response: Our goal is to have an accessible website. Attendees were asked to share specific examples, and we will address changes with our web-designer.
· The Board has been unresponsive to member requests, specifically as to how a member can add a discussion item to monthly meeting agendas. Response: The Board will develop a policy for members to request agenda items.
· Why do former and current Clarksville residents have equal representation in terms of membership? Response: This is the first time this issue has come up. It can be discussed during the bylaw revision process.
· Why is the membership list not shared? Response: Members have not been asked if they want their information shared. We need to give members the opportunity to opt in or out prior to sharing the list.
· Why and when did the policy of prioritizing Clarksville residents as tenants change?: Response: A previous property management company advised the Board that continuing to do so raised Fair Housing issues. We will contact Mark Rogers at Guadalupe NDC to see how they address this issue.
· What is the rationale behind the current policy of CCDC renting only to families who have children under the age of 18? Response: The rationale was that the CCDC wanted to bring families to the neighborhood, with proximity to high quality schools--Mathews, O. Henry, and Austin High--was one factor in the decision.
· Is there a way to look at the policy of renting only to tenants with children? Response: The policy can be discussed.
· Can members be involved in the bylaw revision process? Response: The board is not aware of non-profits who include non-board members in their bylaw revision process, but we will look into it.
6. Election of officers.
After a discussion of the need to spread responsibilities, including officer positions, amongst all board members, Malcolm moved and Chris seconded a motion to elect the following officers:
Mary Reed, president
Chris Thomas, vice-president
BJ Friedman, treasurer
Kim O’Brien, secretary
The motion was approved.
7. Reminder of upcoming Ice Cream Social (Sunday, June 2, 1-3 p.m., Haskell House) and discussion of plans.
Mary Reed reminded Board members when flyers would be ready for pickup and distribution to our assigned streets. Everyone should arrive at noon on the day of the event to set up.
8. Report from OWANA Steering and Zoning Committees.
No reports were given.
9. Other Business.
No other business was discussed.
10. Executive Session, if necessary.
The board met in executive session to discuss a legal matter.
Minutes From F & O Committee Meeting on May 16, 2024
Attendees: BJ Friedman, Mary Reed. Absent: Chris Thomas
1. BJ and Mary did not review the April financials because they had already done so after Brad and Linda shared the financials with them on April 8th.
2. Mary reported that we are still dealing with holdups in getting the go-ahead from the City to pour the driveway at 1611 West 10.th However, earlier on same day as the F & O Committee meeting, Kim, Yolanda Quinton (AHFC), Ashley Rodriguez, (American Youth Works) as well as City of Austin Development and Right of Way staff met virtually to discuss what must happen before the construction project can move forward to completion.
3. The attorney representing Tony Brown in the 1611-related lawsuit that the CCDC filed has resigned from the case because his client has been unresponsive.
4. Mary reported that the foundation work at 1817A West 10th has been completed and Prak will begin a make ready there and work at 1817A continues inside and out. Meanwhile, the CCDC has a new tenant for the Center, who will sign a 7-year lease.
Monthly Meeting Minutes, April 16, 2024
Minutes from the April 16, 2024 Clarksville CDC Monthly Meeting
The meeting began upon adjournment of the Annual Meeting. It was held at the Haskell House.
Board members present: BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Thomas Schiefer, Chris Thomas, Gregory Tran
Others Present: Znobea Williams, Felecia Miller, Vanessa Lively, Eric Fox, Kristin Fox, Karen Kennard, Randi Shade, Kurt Schmidt, Brad Prak
1. Approval of minutes from the March 19, 2024 monthly meeting.
Due to illness on the part of CCCD Secretary Kim O’Brien, the minutes from March 19, 2024 were not available. They will be shared with the board at a later time.
2. Presentation of monthly financial reports.
Brad Prak, Prak Property Management, reported that new tenants will be moving into a unit on May 1, a boost to our income bottom line. One of the units which required substantial foundation work may be rentable by the end of May.
The minutes from the Finance and Operations Committee appear at the end of these minutes.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Brad Prak reported that foundation repairs at 1817 W. 10th might be finished in 3 weeks. The hoped-for May 1 completion of the renovations is not likely because vendor schedules have slowed down.
b. New construction at 1611 W. 10th Street.
Kim O’Brien reported that the beat goes on. American YouthWorks was on site today, reforming the steps that the previous concrete contractor poured at the wrong height. The City will need to inspect this work before the Driveway permit can be issued.
4. Haskell House reports:
a. Haskell House Advisory Group status report.
Felecia Miller, HHAG member shared that since formation 3 months ago, they have come up with many ideas. These are detailed in the 3/30/24 HHAG meeting minutes that appear at the end of these minutes. Summer plans include participation in the area Juneteenth parade and undertaking oral histories of former Clarksville residents.
CCDC member Vanessa Lively reported that she has dug up a collection of nails belonging to former long-time Clarksville resident and “travelling blacksmith” Seymour Washington. She can share them with the HHAG.
b. Haskell House Heritage Garden status report.
Kurt Schmidt, community gardener, Haskell House docent, and driving force behind the funding for the Heritage Garden, reported on progress. The $30,000 project, located to the east side of the Haskell House, will be funded 90% from an ACL/Parks Foundation grant, and 10% from community garden fees. He, working with Ashante Reese, UT, and Hannah Michael, UT graduate student and HHAG member, are researching what Freedmen would have eaten, and planting appropriate plants. Signage will be installed giving context--Ashante and Hannah will draft the text. He will soon put plants in the ground. This go around, they will be the correct plants, but not necessarily the right varieties—that will come later. They are looking toward being able to serve a meal with the produce the garden produces.
Malcolm suggested contacting Toni Tipton-Martin as a resource. He will get Kurt her contact information.
c. Recent improvements made by PARD.
In Mary’s absence, Kim O’Brien shared that we are thrilled to have the new mini-split air conditioning unit supplied by the Parks Department. They plan to install new interior lighting soon.
5. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien
Paula reported that the OWANA Steering Committee considered 2 Mathews-related requests: from the Mathews Fund for Excellence, requesting financial assistance for scholarship money for former Mathews students now graduating from high school, and support on settling an easement issue on Mathews’ property.
Kim reported that the Zoning Commission had crafted language for 2 amendments to the ETOD (equitable transit-oriented development) overlay being considered by the City Council. These amendments will address historic compatibility triggers and address properties in high-risk flooding areas--which includes both sides of N. Lamar between Enfield and W 9th Street.
6. Other Business.
No Other Business was discussed.
7. The board did not meet in Executive Session.
Minutes From Finance & Operations Committee Meeting, April 11, 2024
1. BJ reviewed the March financials.
2. Mary reported that we are still dealing with holdups in getting the go-ahead from the City to pour the driveway at 1611 West 10.th Kim is trying to find out if the current holdup is because of the city or the fault of the concrete contractor.
3. Mary has found a landscaper who is willing to help us with landscaping at 1611 on a pro bono basis. No luck so far finding a company willing to give the CCDC the plants it wants or to sell them to us for a deep discount.
4. Regarding the lawsuit related to 1611, the defendant’s attorney is on a two-month paternity leave. Meanwhile Malcolm has filed a Motion to Compel.
5. Mary reported that the foundation work at 1817A West 10th and at 1009B Charlotte has been completed. Interior repairs at 1817A have begun—drywall repairs, new cabinets and maybe replacing the tub with a shower. Also, the exterior fence will be removed and exterior repairs will happen. Prak is waiting for the foundation contractor to haul off the dirt in front of 1009B. Once that happens, skirting will be installed and interior repairs will begin, including window repairs, flooring and wall repairs and maybe the replacement of some flooring in a couple places.
Haskell House Advisory Group Meeting Minutes
Saturday March 30th, 2024
Attendees: Felecia Miller, Lanelle Jarmon, Stephanie Lang, Hannah Michael, Tara Dudley, Znobea Williams, Otisha Rhambo-Montgomery
1: Check-ins and introducing new member(s)
2: Discuss 2024 Project Ideas
➔ Partnering with local orgs/associations like Sweet Home, Carver Center Museum or Geneology Center
➔ Summer Oral History Collection
➔ Clarksville Community Archive (H)
➔ Homecoming event
◆ Build relationships, share info and raise awareness around ccdc/hh events/etc
◆ September
3: Summer 2024
➔ Sign up for spot in Juneteenth Parade
◆ Saturday, June 15th from 10am-2pm
◆ More info here: https://www.juneteenthcentraltexas.com/parade
➔ Potential celebration for 10 year anniversary of historic marker in July - soft launch
4: Haskell House Heritage Garden updates
➔ Kurt Schmidt is working with the city on the garden and provided the following updates:
◆ The underground water lines and the hose bibs have been installed and inspected by the City of Austin.
◆ The bamboo has been eradicated (although that may be an ongoing job for a few years yet).
◆ We recovered enough space to add three new garden plots in the Clarksville Community Garden. We were able to move the storage shed several feet closer to the property and opened up the path and view to the gardens.
◆ Moreover, the heritage garden has been laid out and we are already working on the second turning (of four) of the soil to ready the bed for the appropriate heritage plants.
◆ Aiming for something wooden and under/at 2 feet height to frame heritage garden
5: Housekeeping
➔ Discussing team assignments and roles
➔ Planning next meeting and setting goals
Next Agenda:
-working with schools, building connections with local schools - Matthews and O.Henry,
-Funmi K-12 lesson plan - school field trips - connecting with UT students - elementary level plan
-summer camp field trips
-confirm merch idea(s) by juneteenth: sticker, keychain, magnets, lanyard, bottle, guidebook
-seo/marketing for haskell house
Annual Meeting Minutes, April 16, 2024
Minutes from the April 16, 2024 Clarksville CDC Annual Meeting of the Members
The meeting was held at the Haskell House.
Board members present: BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Thomas Schiefer, Chris Thomas, Gregory Tran
Others Present: Jon Montgomery, Kathleen Ellis, Znobea Williams, Felecia Miller, Vanessa Lively, Eric Fox, Kristin Fox, Karen Kennard, John O'Brien, Randi Shade, Katie Van Dyke, Brad Prak
1. Presentation of the “2023 State of the CCDC” Annual Report
CCDC President Mary Reed was out of the country. CCDC Vice-president Chris Thomas read her report, which is attached at the end of these minutes.
2. Presentation regarding the CCDC’s Financial Status.
CCDC Treasurer BJ Friedman presented her 2023 Financial Report. It is attached to the end of these minutes.
Discussion following:
· A member shared information about available City of Austin grants (Elevate and Nexus) that might be sources for Haskell House events. This information will be shared with the Haskell House Advisory Group.
3. Presentation regarding the CCDC’s housing program.
Brad Prak, Prak Property Management (PPM), CCDC’s property manager, reported that a highlight of the past year was a collaboration with Paul Balmuth & Associates, who evaluated all of our existing properties, noted needed repairs, and provided cost estimates. The biggest priorities were tackled first—foundation repairs at 2 of our properties. (These projects were completed in the early months of 2024, paid for by private donations and a grant from the Texas State Affordable Housing Corporation.) We will continue to move down the list of large repairs, utilizing existing funds while also continuing to explore additional funding sources. Brad reported on internal systems that have been put in place to assist tenants, including allowing them to pay their rent and place work orders online. Also, PPM provides tenants the option of utilizing “Credit Builder”—a service than can assist them in improving their credit ratings.
In response to a question about setting rent rates, Brad responded that for current tenants, income is always assessed and considered when considering an increase.
The Board thanked Brad and the staff of PPM for raising the level of professionalism and service provided to both our tenants and the maintenance of our properties.
Discussion following:
· A question was raised regarding what tenants we are serving. In the past, it was pointed out, CCDC housing served former Clarksville residents who had been displaced. When and how did the the current policy—renting to families with children under the age of 18—go into effect? The response was that CCDC has rented to families for quite some time now. The exact time the policy went into place could not be remembered, but long-term board members said at least 15 years, perhaps longer. The policy shifted because when vacancies occurred, we could not identify former Clarksville residents who income-qualified and were interested in returning. The decision to rent to families with minor children was made to take advantage of our proximity to Mathews and its feeder schools, providing increased access to high-quality schools to low-income children.
· Members in attendance asked about how CCDC vacancies are posted. Response: through the Housing Authorities and non-profits with clients looking for housing. Suggestions were made of ways to spread our net wider, in hopes of getting word of vacancies to former Clarksville residents.
· It was asked if CCDC has a prioritized list of need repairs for our properties. Brad responded that we do.
4. Announcement of Election Results.
BJ Friedman, acting as Election Administrator.
Note: Prior to the noon deadline for ballots to be submitted, Katie Crago Blanton withdrew from the race. Her votes were not counted.
BJ was assisted in tabulating the ballots by board member Gregory Tran.
A total of 97 valid ballots were counted. There were 4 ballots from folks who were not members of the CCDC. There were 2 ballots that were blank.
Kristin Fox. 31
Malcolm Greenstein 64
Paula Hern 76
Karen Kennard 31
Kim O'Brien 70
Mary Reed 67
Randi Shade 37
Chris Thomas 55
BJ thanked everyone who ran and voted, commenting that it was great to have such a great turnout and also to have new people who are clearly interested in participating in the governance and function of the CCDC.
Note: In the lead up to the election, 76 new members joined the CCDC, bringing total membership to 184.
A General Discussion following the conclusion of business focused on creating ways to increase involvement in CCDC operations.
Suggestions included:
· Set up committees
· Find ways that people/members can participate in ways beyond helping at events
· Expand our talent pool by reaching out to members and availing ourselves of their skills
· Consider a different meeting time. 6:30 is a hard time for people with children to get involved.
· Give voice to people who “are not at the table.”
2023 Annual Report
Submitted by Mary Reed, CCDC President
2023 was full of accomplishments, but it was also dominated by worries about money, namely where the money would come from to pay for the many, often expensive, property repairs the CCDC needed to make. They existed because unbeknownst to the CCDC board, the organization’s previous property manager been not been diligent about identifying and addressing needed repairs.
For months we grappled with where the repair money would come from. We explored whether an organization might give us the money in the form of a grant; brainstormed with individuals in the affordable housing, real estate and development fields about our options; considered selling the Neighborhood Center to raise the money and held a Special Called Meeting to discuss this possibility; and considered funding the repairs with money from the Austin Housing Finance Corporation. During this process we learned that most affordable housing grantors want to fund the construction of new housing, not fund repairs to existing housing. We also decided that taking money from the City came with conditions that the board and the CCDC’s property management firm did not believe were good for the long-term viability of the CCDC’s affordable housing program. And we concluded that selling the Center was our option of last resort.
As the year wore on, things began to look up a bit. For starters, John Henneberger with Texas Housers asked Paul Balmuth with PB Construction to assess the CCDC’s properties and come up with good cost estimates for addressing all needed repairs. After inspecting the CCDC’s properties, Paul estimated that the cost would be close to $400,000, which, while still a lot, was considerably less than the $1 million dollar figure we had been working with. Also, the Texas Affordable Housing Corporation gave us $10,000 to spend on repairs at 1817A West 10th and a board member said they would donate $20,000 to that same cause. In addition, we received a $50,000 unrestricted donation from an anonymous donor. All of that, combined with the wise and carefully-considered financial decisions the board made in consultation with Prak Property Management, the company that manages our properties and maintains our books, meant that we ended 2023 feeling a lot more positive.
Also, earlier in 2023, Kim O’Brien spearheaded the CCDC’s first participation in Amplify Austin’s “I Live Here I Give Here” citywide fundraising campaign. We set a goal of raising $10,000 and raised $9,122, but after qualifying for a couple matches, the total amount we raised was close to $11,000. The CCDC used all of that money to help support its affordable housing program.
Meanwhile we hosted another successful ice cream social, and there was a stunning upset in the homemade ice cream competition: 14-year-old Beckett Raftus beat perennial competition winner Gregory Tran. I think we all look forward to this year’s rematch.
We also co-hosted our annual Christmas Caroling party with OWANA. This year’s party, which featured “snow,” holiday crafts, food and beverages, followed by caroling at the Haskell House and around the neighborhood, was our biggest party ever.
Last year, the CCDC focused a lot of its efforts on the Haskell House. For example, the House was part of Austin Museum Day for the first time with live music, fun activities for kids, including Haskell House jigsaw puzzles, cookies and lemonade. The House was open all afternoon and many people from all around Austin visited the House for the first time and learned about Clarksville’s history.
We also began Clarksville Conversations: Sundays at the Haskell House to help promote the House. Clarksville Conversations is a quarterly speaker series that focuses on Clarksville history, gardening and current issues of interest to the neighborhood. Our first speakers in the series were Jessica Gilzow with PARD, who spoke about how to plant a pollinator garden, and State Rep. Gina Hinojosa, who provided a wrap up of the 88th State of Texas legislative session. By the end of the year, the CCDC had already nailed down its 2024 speakers.
And the CCDC established the Haskell House Advisory Group to give descendants of former Clarksville residents, like Charles Clark and Hezikiah Haskell, as well as people of color with an interest in Clarksville history, the opportunity to help tell Clarksville’s story, initiate projects to enrich the experience of visitors to the House, and help the CCDC market the House and events happening there to Austin’s African American community. We also hoped that members of the Advisory Group would become docents, which would diversify our pool of docents.
Our efforts to promote the Haskell House paid off in 2023. In 2022, just 105 people visited the House, but last year we had 431 visitors. However, this is an understatement because some visitors to the House do not sign the Haskell House login sheet. We are happy especially pleased with the visitor increase considering that virtually no one visited in July and August due to the brutally hot temperatures.
Also in 2023, several groups of Mathews 4th graders visited the House as part of their Texas history curriculum. They were fascinated by what they learned about early Clarksville and by the photos in the House. Some of them also got to be part of a documentary about the House that PARD had commissioned.
Also, during 2023:
• We totally redid the CCDC’s website to make it more dynamic, engaging and informative and became active on Facebook and Instagram.
• CCDC board member Paula Hern joined OWANA’s Steering Committee. Her attendance at the Committee’s meetings will help strengthen the relationship between the two organizations.
• Kim O’Brien joined OWANA’s zoning committee. Her participation at committee meetings is especially important in light of the developments planned for West Lynn.
• The CCDC hosted a meeting for neighbors to hear from Zydeco Development, who now owns the property on the east side of West Lynn from 12th Street to Café Medici. At the meeting, residents learned about Zydeco’s plans for that area, shared their concerns and got their questions answered.
• And finally in 2023, the CCDC continued to face obstacles – mostly city-created – to getting its project at 1611 West 10th completed, and the organization filed a lawsuit against the first contractor hired to pour the driveway there. That contractor took our money and disappeared.
2022-2023 Annual Financial Report
Submitted by BJ Friedman, CCDC Treasurer
This report covers the Fiscal Year Oct 2022-Sept 2023. I am happy to report that our finances are in much better condition than they in FY 2021-22.
As usual, our biggest source of income came from rents. The 2022-23 fiscal year saw $212,400 coming from rents on our 11 properties.
Another plus, we received an anonymous gift of $50,000 in February 2023. With Kim and Mary developing an incredible marketing blitz, we made our first foray to raise money through the “I Live Here, I Give Here” campaign. That project brought us a little over $10,000 in donations, largely from folks who had never before contributed to the CCDC. Because of this big gift, an influx of new money, as well as several other large donations totally around $5000, we have been able to begin to make much needed repairs to our properties.
Another source of new, although limited income, has come from the opening of the Haskell House as a museum. With the renovations to the house, we have held all CCDC events there, which has resulted in another source of income – about $3000 last FY.
Construction of the house at 1611 W 10th brought in about $45,000 in revenue from reimbursements from our “grant”. These reimbursements are for expenses we have incurred to construct the house. Kim will provide more details later.
Another grant for $10,000 was obtained to help with repairs at our property at 1817 W 10th St. A board member has also pledged a significant amount of money to repair this property. These repairs have begun in the current fiscal year.
Based on donations, grants, gifts, and excellent financial and property management by Prak Property Management, we were able to begin to remedy the neglect and mismanagement by a former property manager and to avoid the sale of the Pauline Brown Community Center.
Our greatest expenses are for our property management company, Prak Property Management fees, employee expenses, and maintenance and repair costs. The construction costs for the new house at 1611 W 10th were about $42,000. Other large expenses included $44,000 for roof repairs, partially offset by insurance, and $21,000 for property and liability insurance.
Minutes, March 19, 2024
Minutes from the March 19, 2024 Clarksville CDC Monthly Meeting
Board members present: BJ Friedman, Paula Hern, Kim O’Brien, Mary Reed, Thomas Schiefer, Chris Thomas
Others present: Felicia Miller, Otisha Montgomery
1. Approval of minutes from the February 20, 2024 monthly meeting.
On a motion made by BJ, seconded by Paula, the minutes were approved.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad was unable to attend the meeting. Mary presented his report. Our monthly financials showed a significant loss due to the foundation repairs done to 2 properties. (Note: we have money designated in reserves to cover these costs. Money will be transferred when all work is complete.)
The Finance & Operations Committee did not meet this month.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Beyond the substantial repairs described above, there were no issues to discuss.
b. New construction at 1611 W. 10th Street.
Kim reported that progress at 1611 remains stymied. AYW has provided City officials with all requested information, but the required permit to pour the driveway has yet to be issued. There may be hope on the horizon, though. Our contact in the City Housing Department has offered to intervene on our behalf—a request that we first made almost a year ago. Perhaps they will be able to break through the bureaucracy. Thomas mentioned that he has a friend who is a permit expediter. If the Housing Department is unsuccessful, Kim will contact him. Regarding the pending lawsuit with Tony Brown, the original concrete subcontractor, Malcom is in negotiations with his lawyer to reach a settlement.
4. Report on results of SVP Austin survey, recommendations, and suggested responses.
Mary gave a summary of SVP Austin’s key recommendations, the most significant being that there needs to be a greater clarity of roles within the organization, and more board members involved in the organization’s activities. SVP recommended designating “point persons” for each of our missions: housing, community building, and heritage. SVP included financial projections showing that within 3 years, CCDC will have a healthy cash flow. The projections rely on vigorous fundraising and steadily increasing rents.
SVP also recommended the creation of a separate Clarksville Heritage Commission. The board agreed that this is not a recommendation we want to pursue at this time.
Going forward, Mary recommended that the board discuss this fully in a future meeting. A specific point is that we need to define “community building.” Mary wants board members to respond to what they thought community building meant when they responded to SVP’s survey, and beyond that, we need to reach a consensus on the definition.
Paula brought up the idea of future fundraising toward building an endowment in order to keep our rents affordable. It was agreed that this was an idea worth pursuing.
5. Discussion of beginning CCDC bylaw revision process in May, including adding a provision to expand the size of the Board of Directors to include descendants of Clarksville founders.
Kim reminded the Board that last fall the Board agreed to postpone revising our bylaws, which were adopted in 2011, until SVP Austin has reviewed our operations and made their recommendations. Now that we have received their recommendations, we can begin moving forward on revising the bylaws. The recommendation was made to begin reviewing the current bylaws in May, with a goal of completing the revision by the end of the summer, and calling the required Special Meeting for adoption before the end of the year.
6. Report on Amplify Austin Day fundraising. Kim O’Brien.
CCDC raised $4401 on Amplify Austin Day, far less than what we raised last year in our initial outing, but money we are happy to have. We received money from many new donors this year, which is good news. And we will be receiving at least an additional $1,900 in the coming months from an Amplify Austin day-related match from the Reissa Foundation. A detailed report appears at the end of the minutes.
The board and others attending the meeting discussed various future fundraising ideas, including holding a Rally Day, specifically for the neighborhood, and identifying a fundraiser (a board member or CCDC member, or perhaps hiring someone) to conduct a campaign. Also discussed was expanding CCDC membership beyond our geographic boundaries, and soliciting business ads for our newsletters. It was suggested that we look toward OWANA (who charges for membership) and how they get people invested in what they do.
7. Reminder of upcoming Annual Meeting (April 16, 2024) and Board of Director election.
Kim reported that a flyer will be delivered to all Clarksville households over the upcoming weekend with information about the Annual Meeting, membership, and running for the board (along with other info about CCDC events, accomplishments, and actions. The deadline for expressing interest in being included on the ballot is Friday, March 29. The deadline for receiving Membership Applications (in order to be eligible to serve on the Board &/or vote in 2024 election) is Tuesday, April 2.
Voting will be conducted online only. Ballots will be sent to Members around Friday, April 5. The deadline for ballot return will be noon on Tuesday April 16. The Annual Meeting will take place at 6:30 p.m., Tuesday, April 16. Election results will be announced. The monthly meeting will take place upon adjournment.
8. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
No news was reported.
9. Other Business.
No Other Business was discussed.
10. Executive Session.
The board did not meet in Executive Session.
Report on CCDC’s participation in Amplify Austin Day 2024
(Prepared by Kim K. O’Brien)
Good news:
· 59% of our donors are returning donors
· 41% of our donors are new donors
· Only 1 of the new donors was on our email list. Other 10 learned of us in some other way.
· In addition to money raised so far, we have received or will receive the following contributions
o $1900 match from the Reissa Foundation
o Small amount from matches with Lee & Roger Kintzel and the Shields-Ayer Foundation
o $500 from a donor who did not want to go through Amplify
o Additional donation from a donor who did not go through Amplify (amount unknown; picking up the check on Thursday)
o $200 from Shawnton Haskell-Hankins will come later this year, but was inspired by Amplify reach out.
· Of the approximate 200 recipients on our email lists, only 3 unsubscribed.
Less than good news:
· We raised far less money this year ($4011 in 2024 compared to $9122 in 2023), with far fewer donors (11 in 2024 compared to 61 in 2023)
Known Factors:
· We raised $1150 in November and December 2023 through first-ever Giving Day and end-of-the-year fundraising appeals. 75% of those who gave also had donated to Amplify 2023. Only 2 gave again to Amplify 2024.
· This was the first time we utilized the email marketing associated with our website. It’s likely that many of our emails ended up in Spam folders—delivery rate was high, 99%; opening rate only 51%-62%.
Unknown/Unproven/Just Guessing Factors:
· Donor overwhelm: My email box was filled with Amplify asks. I didn’t open most of them (and a confession: most of those that I did, I was looking at what they were sending in order to “lift” copy.)
· Amplify happened at the same time as the primary election. Another big financial & emotional draw.
Take-aways:
· Membership in I Live Here I Give Here, Amplify’s sponsor organization, costs us $350/year. This provides us with our on-line donation platform (which has excellent support.)
· We would not have raised $4K+ without participating in Amplify
· We would not be getting $1.9K from the Reissa Foundation without participating in Amplify
· We somehow reached 10 new donors. Some of these came from Board member contacts and at least one is a Community Gardener, but others came about otherwise. Amplify is a known product which gives us additional legitimacy.
Minutes, February 20, 2024
Minutes from the February 20, 2024 Clarksville CDC Monthly Meeting
Board members attending: BJ Friedman Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas
Others attending: Brad Prak (via phone)
1. Approval of minutes from the January 16, 2024 monthly meeting. Kim O’Brien.
On a motion by Paula, seconded by BJ, the minutes were approved as amended.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad reported that in January we had $7960 in lost rent revenue, due to vacancies (discussed under Agenda Item #4.) Total expenses were high, $65,000, which includes $36,000 for foundation work on 1009 Charlotte. Monthly profit/loss shows a loss of $51,000, but year-to-date, we are only down $4700 (primarily due to donations received.) We currently have high tenant receivables. Some tenants are on payment plans, some is bad debt.
The minutes from the February 15, 2024 Finance and Operations Committee meeting appear at the end of these minutes.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Brad Prak.
Brad reported that work on 1708 A W. 10th has begun and is anticipated to be complete by mid-April. Foundation repair costs will show in next month’s accounting. This work is being paid by a grant from the Texas State Affordable Housing Corporation (TSAHC) and a generous donation by Paula Hern.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that Ashley with American YouthWorks/AYW met with City permitting officials to determine what’s holding up the needed driveway permit. Apparently the current sub-contractor was rejected because the previous sub-contractor’s permit was still in the system. That has now been removed and the current sub is filing again.
It is looking like 1611 will benefit from a new AYW solar installation training program. We will receive solar panels at no cost to us. Specific details will be shared as they become available.
4. Report on current vacancies. Brad Prak.
Brad reported that for a variety of reasons, we have an unusually high number of vacancies. Some are due to tenant turnover, 1 is vacant due to needed foundation work (now completed). Another is a unit with extensive repairs slated. The Neighborhood Center is also vacant. Make-readies are underway on the units not awaiting repair work, and we are looking for a tenant for the Neighborhood Center. Brad thinks that by mid-March the units will start to fill, with most filled by the end of April.
5. Report on efforts to obtain needed repair funding. Mary Reed.
Mary reported that we are waiting to hear from a foundation regarding a funding request. We also are considering applications to the Bank of America Foundation and TSAHC.
6. Discussion of Amplify Austin Day fundraising campaign (Amplify Austin Day, March 6-7.) Kim O’Brien.
Kim reported that the Early Giving portion of Amplify Austin Day has begun. This year we are utilizing the email marketing function of our website to send email requests to potential donors. The first of 3 projected emails has been sent. She reminded the board that CCDC has qualified for 2 Amplify matches from the Shield-Ayers Foundation and Lee & Roger Kintzel. These will be divided between the 15 Housing, Shelter, & Homelessness organizations, with the total distributed pro-rata, depending on total raised. We will not get a big amount. But we also will receive a $1,900 donation from the Reissa Foundation. This is not a match. They select specific housing organizations. Last year, 31% of our givers were CCDC members (including board members) who gave 31% of total (appx $9,000); 57% of givers had a personal relationship to Board members, who gave 61% of total. The Board is encouraged to make personal appeal to their networks.
7. Report on upcoming Board of Director election. Kim O’Brien.
Kim shared the following information:
· 5 positions up for election, positions currently held by Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas.
· Deadline for expressing interest in being included on the ballot: Friday, March 29
· Deadline for receiving Membership Applications (in order to be eligible to serve on the Board &/or vote in 2024 election): Tuesday, April 2
· Voting (conducted online only)
o Ballots sent to Members: Friday, April 5
o Deadline for ballot return: Tuesday April 16, noon
· Annual Meeting: Tuesday, April 16, 6:30 p.m.
Election results will be announced.
Monthly meeting will take place upon adjournment.
8. Report on February 10, 2024 Clarksville Conversation: “The Importance of African American Family History – Lost and Found.” Mary Reed.
Mary reported that despite the downpour right before the event started, 50+ people attended, largely African Americans. Pastor Manning was great, engaging. Lydia was a moving and informative speaker. The audience had many questions. The event ended with everyone joining hands and singing “We Shall Overcome.” Afterward, people hung around. Bob Ward, with the Travis County Historical Commission, had a table, collecting names from people with information about Freedom Colonies.
As a result of this event, a networking group is forming to coordinate and share information between organizations. An African American Roundtable has been established.
9. Report from OWANA Steering Committee. Paula Hern.
Paula reported that Zoning issues dominated the recent Steering Committee meeting, primarily the proposed project at W. 12th and West Lynn. The Steering Committee is scheduled to vote tomorrow whether to approve the proposed Restrictive Covenant for the property, which was recommended by the OWANA Zoning Committee..
She also reported that there will be another Music in the Park event on March 2 which is also an It’s My Park day so there will be volunteers there in the morning.
10. Report from OWANA Zoning Committee (1115 West Lynn [Nau’s, etc.], 1209 W. 5th Street [Hartland Plaza].) Kim O’Brien.
Discussed under the previous agenda item.
11. Other Business.
No Other Business was discussed.
12. Executive Session, if necessary.
The Board did not meet in Executive Session.
Action taken via Electronic Vote: On January 22, 2024, the board unanimously voted to approve the 2023 Audited Financial Statement, which contained no findings. The matter was time-sensitive and could not wait until the February meeting.
Minutes from the Finance and Operation Committee Meeting, February 15, 2024
Attendees: Mary Reed, BJ Friedman, Chris Thomas
1. BJ reviewed the January financials.
2. Mary read Kim’s email update about 1611 West 10 th to BJ and Chris. In it Kim reported that the City rejected the permit application submitted by our new concrete contractor and city staff have failed to any of the requests made by Ashley Rodriguez with American Youth Works (AYW) as to why the application was rejected. Therefore, Ashley and the concrete contractor were headed to the city offices to try to get an answer in person. Meanwhile, AYW will complete all of the remaining items on the 1611 to-do list while we remain in permitting limbo. On a happier note, 1611 is slated to get free solar as part of a program between AYW and a solar company.
3. Mary asked BJ and Chris about their thoughts regarding the need for a French drain at 1611. Chris said he did not think one is needed and they decided that for now the CCDC should not incur the cost of installing the drain and that it can happen later if necessary.
4. Regarding the lawsuit related to 1611, Malcolm is still waiting for information from the defendant’s attorney.
5. Mary provided an update on the status of the CCDC’s many vacant units. She also noted that she and Brad had discussed how to handle the request of the tenant at 1009A for a couple months extension of her lease. (She no longer is eligible to be a CCDC tenant due to the age of her daughters.) Brad and Mary agreed that even though it’s against CCDC policy, the tenant should be able to stay on a little longer because we need her rent revenue and because she is also paying off an arrearage and we are more likely to receive her payments if she is still a CCDC tenant.
Minutes, January 16, 2024
Minutes from the January 16, 2024 Clarksville CDC Monthly Meeting
Due to extreme cold weather, the meeting was held via Zoom.
Board members present: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Thomas Schiefer, Chris Thomas, Gregory Tran
Other present: Brad Prak, Prak Property Management (PPM)
Board president Mary Reed was unable to attend the meeting. Vice-president Chris Thomas presided over the meeting in her absence.
1. Approval of minutes from the November 21, 2023 monthly meeting. Kim O’Brien.
On a motion by BJ, seconded by Chris, the minutes were approved as corrected.
2. Presentation of monthly financial reports. Brad Prak, PPM. Brad reported that we are experiencing a higher than usual vacancy rate which will have an impact on revenue. On the plus side, we received a $50,000 anonymous donation. Expenses are routine, but expect to see make-ready expenses in January. Utilities will also go up, as CCDC takes over utility payments for vacant units.
Brad reported of attempted fraud on our Frost Bank account. Frost caught it, so we lost no money, but had to close existing accounts and reopen new ones (Frost’s suggestion.) We’ve also included some additional safety measures, per Frost’s suggestions.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Brad Prak. Brad reported that we have experienced no freeze-related issues so far. PPM prepped ahead of time. As mentioned above, we are experiencing a number of vacancies—4 units plus the Neighborhood Center. One unit will be used to house W. 10th Street tenants while their unit is being rehabbed. Regarding the W. 10th Street tenants, they are due to relocate this week, weather permitting. Another empty unit—1009B Charlotte—will remain empty for a few months, awaiting the tenant in the A unit to move (move is planned) so that the foundation of 1009 Charlotte can be leveled.
b. New construction at 1611 W. 10th Street. Kim O’Brien. Kim reported that we received our long-awaited ROW License on December 12, 2023. We’re now waiting for our concrete subcontractor to obtain the needed permit for the driveway to be completed.
4. Report on efforts to obtain needed repair funding. Mary Reed. Mary was unable to attend the meeting, but submitted the following report via email:
“Last Summer the CCDC board held a special called meeting to discuss the organization’s financial needs and whether to sell the Neighborhood Center. We agreed that I would report back as to where we were in 6 months. This is my report.
To date, we have not identified any new sources of big money to finance repairs to our properties aside from the ones we explored to no avail last year. Also, it’s my impression that the board continues to view the sale of the Center as a last-ditch option. Furthermore, based on developments that occurred after that meeting all of which are summarized in this report, selling the Center seems to be less pressing.
Also, although I am fairly sure that we would be able to get RHDA $ from the City to pay for the cost of property repairs, Kim BJ, Brad and I are extremely reluctant to pursue these funds. For starters, the application process would be arduous. It’s arduous when asking for $ for just one property, but when multiple properties are involved it becomes a herculean effort. Second, RHDA $ comes with strings attached that are unattractive and long-lasting. The most significant is that we would have to limit the amount of rent we could charge at any property that was improved with RHDA $. Also, there would be regular reporting and inspections by the COA for each property.
There is good news however!
• The total cost of the repairs needed is considerably less than what we feared last year – nowhere close to $1 million. Closer to $400,000 max. This fact takes some of the pressure off.
• We received an unexpected $50,000 donation late last year and that money coupled with other generous donations will allow us to tackle the big problems at our properties without drawing down our LOC.
• We received a $10,000 grant from the Texas Affordable Housing Corporation for repairs at 1817A West 10th, the property with the greatest needs.
Also, Aubrey has reached out to Tito’s for money; Kim is already laying the groundwork for a new and more robust I Live Here I Give Here fundraising effort this year; and she and I met recently to identify the grants we will go after this year – grants from the Bank of America Foundation and the Texas Affordable Housing Corporation, for example. And, we will probably ask HEB to cover the cost of the store-bought ice cream we will serve at this year’s ice cream social as well as the cones and cups.”
5. Report on strategic planning initiative between CCDC and SVP Austin. Mary Reed. Mary was unable to attend the meeting, but circulated an email saying she has met with Robert Dye of SVP Austin to discuss some preliminary recommendations, and plans to meet with him again, before bringing information to the board. BJ also has been meeting with SVP Austin regarding financial recommendations.
6. Report on end-of-year fundraising and potential 2024 funding opportunities, including Amplify Austin Day. Kim O’Brien. Kim reported that two 2023 end-of-year support requests raised $1,125 in donations. She also reported that CCDC will pursue grant opportunities with the Texas State Affordable Housing Coalition and the Bank of American Foundation for rehabilitation/repair funding for existing properties. CCDC will be participating in Amplify Austin Day, March 6-7. Discussion of Amplify Austin Day will be on next month’s agenda.
7. Reminder of upcoming Clarksville Conversation: “The Importance of African American Family History – Lost and Found,” speaker: Lydia Moore, presented in conjunction with Sweet Home MBC. Saturday, February 10, 11 a.m., at Sweet Home.
Mary will share flyers with the board.
8. Report from OWANA Steering Committee. Paula Hern. Paula reported that Chris Hurst is the new chair of the Steering Committee. Other new members joined the Committee in January, as well. Paula shared the Steering Committee’s discussion of nuisance problems related to the pickleball courts on the garage roof at Hartland Plaza, and Hartland Plaza’s plans to add an additional story of office space on top of the current garage.
9. Report on W. 12th/West Lynn project (Nau’s, etc.) Kim O’Brien. Zydeco Development had 2 neighborhood meeting in December, has met with the OWANA zoning committee twice, and will likely be there again before the March OWANA Membership meeting. They have submitted concept plans to the City. These are focused on the 2 underground parking levels and the first 2 stories--detailing things like sidewalks, utility easements, etc. They will not ask Miro Rivera to draw any additional plans until they know that the City will approve what's included in the concept plan. They are hoping to have this plan reviewed in time for the March OWANA membership meeting. Issues of contention, so far, have concerned their intent to ask for CS (commercial) zoning for Eason Street (a precedent) and a variance to build to 60’ rather than currently approved 40’ (also a precedent.) Regarding the CS zoning on Eason, Zydeco plans for residential only on Eason, but must have CS because the underground garage will be both commercial & residential. Regarding the extra 20’ of height, it will only be on a portion of the project, and set back from Eason.
10. Set ice cream social date. Potential dates will be shared with the Board via email. (NOTE: date was set via email, June 2.)
11. Recap of CCDC/OWANA Holiday party. Paula Hern. Paula reported that the Holiday party was a great success. Many families were in attendance. The kids loved the snow and crafts. We received $270 in earring sales and donations. Costs were approximately $770. OWANA provided $200. It was decided that we should request a larger amount from OWANA going forward.
12. Other Business. In Other Business, BJ presented our recently completed external audit—which had no findings. In order to give the Board time to look over the audit, the vote to approve will be taken electronically.
13. Executive Session, if necessary. The board did not meet in Executive Session.
Minutes, November 21, 2023
Minutes from the November 21, 2023 Clarksville CDC Monthly Meeting
Board members present: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Mary Reed, Thomas Schiefer
Others present: Felecia Miller
1. Approval of minutes from the October 17, 2023 monthly meeting.
On a motion by Malcom, seconded by Thomas, the minutes were approved.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad was unable to attend the meeting but presented the following written report: “The biggest challenges lie in vacancy. We have had our tenant in the office/center move out at the end of Oct. We also have lost the residents at 1009 B and 1007 B Charlotte and are losing our residents at 1729 A W. 11th as well at the end of Nov. This is a large amount of vacancy, coming to approximately $5,120 a month. The center needs some work in order to be leased out again as an office (has no kitchen). We would hope to get the same $1,995 a month, but that may not be practical with lots of people working from home. The houses that are empty, we would lease up once available. The first one will be 1729 A, as it doesn’t need any foundation work. We would expect to lease this for $1,550 a month. The other two, would be $1,350 (1009 B Charlotte) once its leveled and $1,200 (1007 B Charlotte) once the household from 1817 A is no longer temp living there.
Minutes from the November 11, 2023 Finance & Operations Committee meeting appear at the end of these minutes.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Brad Prak was unable to attend the meeting but presented the following written report: “We are in the process of getting 1009 Charlotte's foundation leveled. We also are in the process of 1817 A W. 10th tenants being relocated to 1007 B Charlotte temporarily while their house has the foundation leveled and other work performed.”
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim was unable to attend the meeting but presented the following written report: “We continue to wait for the City of Austin to issue the ROW permit needed to pour the driveway. Until we receive that, no work can take place. Legal action against the original concrete/driveway subcontractor is proceeding.”
4. Report on efforts to obtain needed repair funding. Mary Reed. Mary reported that all materials have been compiled to create our comprehensive funding “ask.” Aubrey will reach out to Tito’s and BSM.
5. Report on strategic planning initiative between CCDC and SVP Austin. Mary Reed. Mary reported that the strategic planning initiative process is underway and will continue into the early months of 2024.
6. Discussion of CCDC fundraising on Giving Tuesday (November 28.) Kim O’Brien.
Kim was not at the meeting but had shared the following information with the Board: “Next Tuesday, November 28, is the global Day of Giving. While CCDC will focus our fundraising campaign on Amplify Austin next Spring, we are doing a "soft" reach out to our mailing list for this Giving Day. I've attached a copy of the letter Mary sent out to CCDC members and supporters. In addition to the email, we'll likely have some mentions on social media & maybe a blog post. We're not expecting great returns, but any money we raise is a good thing. If you feel inclined to do a Day of Giving reach out to folks in your network, please do.”
7. Consideration of donations requested for Haskell House rental. Mary Reed.
The Board decided to raise the requested donation amount for renting the Haskell House to $100 for the first hour, $50 for every following hour, or portion thereof.
8. Update on Haskell House Advisory Group. Mary Reed.
Mary reported that there has been a positive response from the people who have been approached to serve on the HH Advisory Group. Their first meeting is anticipated to take place in early 2024.
9. Discussion of CCDC/OWANA Holiday party.
The party will take place on Sunday, December 17 at the Haskell House, with Paula coordinating activities and food. OWANA is contributing $200, CCDC will cover the remaining costs.
10. Reminder of meeting to discuss proposed project at W. 12th/West Lynn (Nau’s, etc. property) to be held Wednesday, December 6, 6:30 p.m., Haskell House. Mary Reed.
Mary reported that project developer Zydeco Development will also be presenting their plans at the OWANA General Membership Meeting on December 5 at 7:00 p.m.
11. Other Business.
No other business was discussed.
12. The board did not meet in Executive Session.
Minutes From the November 13, 2023Finance & Operations Committee Meeting
1. BJ and Mary reviewed the October financials.
2. Mary reported that the City is still slowing down the process of completing 1611 West 10th Street. Ashley with American Youth Works has sent proof of fee payment to Luis Gamez in the Development Department, but we are still waiting for him to acknowledge the payment so that the new cement company can pull a permit to pour the driveway. Kim has asked Ashley for an estimate of when the work will be done, but has not got an answer yet.
3. Mary reported that Prak has had an initial meeting with the Rays about their move to 1009B Charlotte and will be having another one soon.
4. Malcolm has told Tony’s attorney that the CCDC will settle its lawsuit for $8,000. He has not heard back from the attorney yet.
5. Mary and BJ discussed the fact that the CCDC is facing a lot of vacancies: 1007B Charlotte, 1817A West 10th once the tenants there move into 1009B Charlotte, and the Center. The vacancies will put a strain on the organization. The work at 1611 West 10th needs to get completed ASAP. 1007 cannot be released until the foundation there is repaired.
Minutes, October 17, 2023
Minutes from the October 17, 2023 Clarksville CDC Monthly Meeting
The meeting was held at the Haskell House.
Board members present: BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Mary Reed, Chris Thomas, and Gregory Tran
1. Approval of minutes from the September 19, 2023 monthly meeting.
On a motion by BJ, seconded by Chris, the minutes from September 19, 2023 were approved as corrected.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad was unable to attend the meeting. BJ reported that at the end of September, we had $107,724 in our money market account, and $95,546 in our checking account. The money market figure includes $10,000 received from the Texas State Affordable Housing Corporation for repairs to 1817A W. 10th Street. We ended the month $5,400 in the black.
The minutes from the October 13, 2023 Finance and Operations Committee meeting are at the end of these minutes.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Brad Prak, PPM, was not at the meeting. Mary read Brad’s report which included the following: Major expenditures this month included an a/c replacement. Regarding repairs to 1817A W. 10th, through a grant and a donation, we have $30,000 of the approximately $55,000 needed. We will tap operating budget funds and/or our Line of Credit in order to proceed with this priority project, but plan to submit a request to the Austin Housing Finance Corporation during their next round of RHDA funding. Leases due to expire on November 1 are in the process of being renewed. We currently have 1 vacancy (tenant moved out at end of September,) and another unit coming vacant at the end of this month. Another tenant is scheduled to move out at the end of April because the children are now older than 18.
BJ noted that we will be drawing down on our Line of Credit to fund needed foundation repairs at 1007 Charlotte. The one bid we’ve received is $33,000. Brad is seeking an additional bid.
b. New construction at 1611 W. 10th Street.
Kim reported that there was no news to report on the status of the permit needed to pour the driveway. Ashley Rodriguez, American Youthworks (AYW), was out of the office last week for training and did not respond to a request for an update. Malcom suggested an in-person meeting might break the log jam we’re experiencing with the City permitting staff. Kim will contact Ashley to set this up.
We also are awaiting information from AYW needed to settle our lawsuit with the original driveway subcontractor. Kim will follow up on this as well.
4. Review of repair estimates.
A spreadsheet has been created detailing needed repairs on all CCDC properties. Total cost is approximately $324,000.
5. Report on efforts to obtain needed repair funding.
A packet containing all pertinent information needed to share with potential funders is almost complete. Initial reach-outs should occur within the next month. The board was reminded that we promised to provide an update to the community the end of the year.
6. Approval of FY 23-24 Budget.
On a motion by Chris, seconded by Paula, both the operating budget and a separate major repairs budget were unanimously approved.
7. Discussion of postponing proposed bylaws revision. Mary Reed.
It was decided to postpone the planned bylaws revision process until we complete our strategic planning process with SVP Austin, it being likely that the process may require additional bylaw changes.
8. Discussion of CCDC communication with members, supporters, and the neighborhood. Kim O’Brien.
Kim presented a proposed plan to improve CCDC communication and information sharing with both people already interested in the CCDC and persons with potential interest. The email will share upcoming events, news, and other information of interest. In addition to the email, we will deliver a similar bi-monthly newsletter door-to-door to all Clarksville homes. Through all of our events, and through the door-to-door flyers, we will attempt to capture additional subscribers to our email list. Providing regular communication will increase our visibility and get our story out there. Costs to cover this were included in the approved budget.
Board members suggested possible things to include: old Gold Dollar articles, “meet your neighbor” features, other neighborhood events beyond CCDC events. There was also a discussion of including paid advertising to offset costs.
9. Update on Haskell House Advisory Group. Mary Reed.
Mary reported that she and Stephanie Lang have identified a number of people interested in joining the 7-member Haskell House Advisory Group. It looks like it will get going this year.
10. Report from the OWANA steering committee. Paula Hern.
Paula reported that there was discussion about continuing the practice of sharing the donated ACL passes donated to OWANA by C3 Productions with the CCDC. Ultimately, passes were shared and CCDC earned $1,250. Paula will try to find out the name of the ACL/C3 contact and see if going forward they will donate passes directly to the CCDC.
11. Other Business.
The CCDC/OWANA holiday party was discussed. We need to pick at date.
12. Executive Session, if necessary.
The board did not meet in Executive Session.
Minutes From F & O Committee Meeting on October 13, 2023
1. BJ and Mary reviewed the financials.
2. BJ and Mary reviewed the new FY budget.
3. Mary reported that the driveway at 1611 has STILL not been poured and provided an update on the lawsuit.
4. Mary and BJ discussed upcoming strategic planning process.
5. Mary reported that the CCDC had made $1,250 from ACL wristband sales.
6. Mary noted that Brad is looking for another foundation company because he wants to get a 2nd bid on fixing the foundation at 1007 Charlotte. Also, Mary and BJ discussed the need to tap the CCDC’s LOC to fund the cost.
Minutes, September 19, 2023
Minutes
September 19, 2023 Clarksville CDC Monthly Meeting
6:30 p.m.
Haskell House
1703 Waterston Avenue
Board Members Attending: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Mary Reed, Chris Thomas
Also Attending - Felecia Miller, Brad Prak
1. Approval of minutes from the August 15, 2023 monthly meeting.
Paula moved and Malcolm seconded approval of the minutes from the August 15, 2023 monthly meeting. The motion passed unanimously.
2. Monthly property reports:
a. Brad presented information regarding our properties. Two residents are moving out of 1007 Charlotte, one at the end of Oct, the other no longer has a child who is younger than 18. She will be given a 6-month lease with rent at the current lease terms to end in April.
1007 has foundation issues which will need to be repaired prior to renting these units. One bid came in at $33K for repair. We need another bid.
b. Brad presented August financial reports. We had a net income of $12,800 after major expenses for stairway repairs and water heater replacement. Another unit had the HVAC repaired, but will need to be replaced in the near future.
For the year, we have positive income of about 75K, most of which come from grant money.
c. A written report was provided by Kim regarding the new construction at 1611 W. 10th Street. AYW has almost what is needed to get the permit to build the driveway, Railings will be added to the porch/steps. We are hoping to be able to rent the property by the end of the year.
3. Report on efforts to obtain needed repair funding.
Mary reported on our efforts to obtain funding for the needed repairs for our properties. She has received estimates obtained from Paul Balmer. All of the older properties were visited and all maintenance/repairs that need to be done were identified. We now have firmer numbers than we had before. Mary will send out this information to the board on or before our November meeting. Then we will submit the cost estimates to city government officials and potential donors.
4. By-laws revision
Our By-laws were revised in 2011; we updated them in 2020, but were never able to have a vote on the proposed changes due to the Covid shutdown. Our management structure has been changed since then, so we now need to revisit the By-laws.
In a proposal emailed to the board from Kim, she proposed that we look at revising By-laws in chunks beginning in October. The goal is for the board to approve the amended By-laws in February. The proposed by-laws would be posted to the website in March to notify members, and a special meeting, held on the same date as our annual meeting in April, for members to vote on the changes.
Board members agreed with Kim’s proposal. Mary said she has been reviewing the Guadalupe Neighborhood Development Corporation, as well as those from the Blackland CDC to see how they are operating. Since we have little to no participation from CCDC members, this needs to be addressed in our by-laws review.
5. Discussion of proposed organization and operations of a Haskell House Advisory Group.
Mary provided a proposal about how the Haskell House Advisory Group would operate. The purpose of the group is to provide Clarksville descendants and other interested individuals with the opportunity to:
· Tell the story of the Haskell House, the neighborhood, and their Clarksville ancestors
· Participate in media interviews about the Haskell House and Clarksville
· Suggest ideas for Haskell House programming, including speakers for Clarksville Conversations
· Broaden the variety of people who are aware of and visit the Haskell House
· Serve as docents
· Enrich the experience of visitors to the House
Mary has identified 4 core members, who hopefully will recruit other group members. The board approved the proposal after discussion.
6. Report on Austin Museum Day at the Haskell House.
Mary reported that the event was hugely successful. There were “tons” of people who attended. Visitors included former Clarksville residents/descendants who were attending a family reunion. We made $552, mostly from sales of merchandise to the folks who were here for the reunion. We also collected 64 new email addresses.
7. Report from the OWANA steering committee.
Paula reported that the Y wants to redevelop their property to add to their services. They came to OWANA for support of their project. Paula also reported that Natalie George is the new director of Flower Hill. Mary reported that there is a plan to use the back building as a gift shop and café to raise money for the museum.
8. Other Business.
We received 2 ACL wristbands for both weekends of the festival. Mary will send emails and post an announcement to FaceBook to advertise the sale. Each wristband will cost $375. BJ volunteered to create a flyer to give to Felecia and for other notifications.
The meeting was adjourned at 7:32 PM.
The board went into executive session.