Minutes, January 18, 2022
Minutes from the January 18, 2022 Clarksville CDC Monthly Meeting
(Meeting held via Zoom)
Board members in attendance: Aly Byatt, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas.
Others in attendance: Brad Prak, Prak Property Management (PPM)
1. The minutes from the November 16, 2021 monthly board meeting were not available. Approval will be on the February agenda.
2. BJ presented the monthly and quarterly financial reports.
The monthly report shows an error in the management fee charged. This amount will be credited. The report shows a large monthly deficit, due to the inclusion of 1611 W. 10th construction and Haskell House repair expenses. Some of these expenses are eligible for reimbursement, others will be covered by ear-marked Money Market funds.
Revenue is on target for the first quarter, with the exception of projected utility reimbursements.
There is a billing issue with some of the CCDC properties which share meters and the bills are in CCDC’s name. Balances are accumulating but are not being credited to monthly bills. Fix requires removing these properties from “budget billing” until the balance is gone. Accounts can then be switched back. BJ will address this.
Minutes from the January 13, 2022 Finance and Operation Committee meeting appear at the end of these minutes.
3. Monthly property reports.
a. CCDC properties managed by Prak Property Management: Brad reported that the month was “uneventful.” Due to the Omicron surge, only essential items are being addressed. Expenses mostly related to purchase of smoke detectors and a/c filters.
b. New construction at 1611 W. 10th Street: Kim reported that the foundation pour is complete and framing has begun.
c. Grant-funded repairs to the Haskell House: Mary reported that Phoenix 1 has completed their work and everything looks great. She will soon begin submitting Heritage Grant reimbursement requests. CCDC will be billed for additional work needed to complete all repairs. Those costs will be reimbursed by City Parks & Recreation.
d. Renovation projects funded by OWANA funds: Required pre-construction work, including permit application, is moving ahead on the 1011 Charlotte stair reconstruction project. Construction should take place in February.
4. Mary reported on the Board Work Session held earlier on January 18, 2022 involving immediate and longer-term issues related to CCDC’s rental properties. Plans and proposals prepared by PPM were discussed.. The Board requested additional information which Brad will provide as soon as it is available. Everyone agreed that we must have the ability to maintain our properties. Discussions will continue.
5. Paula reported that the January volunteer day at Mary Baylor Clarksville Park has been postponed due to COVID but will be rescheduled. She met with Judy, the Community Gardener spearheading the Neighborhood Center beautification project, to discuss plans. Work the will take place in the spring.
6. No Other Business was discussed.
7. The Board did not meet in Executive Session.
Actions taken via Electronic Vote:
On December 12, 2021, the board voted to authorize Kim O’Brien, CCDC secretary, to open an account with Builders First Source so that the cost of the lumber for 1611 W. 10th can be charged directly to the CCDC. This matter was time-sensitive and could not wait until the January meeting.
On December 16, 2021, the board voted to authorize Mary Reed, CCDC president, to enter into an agreement with Chem Free for termite monitoring at the Haskell House. Initial cost is $325.00, $95.00 each subsequent quarter. Our use agreement with the City requires termite monitoring. We can submit invoices to PARD for reimbursement. This matter was time-sensitive and could not wait until the January meeting.
On January 6, 2022, the board approved a change order to amend the contract with Phoenix One, contractor performing repairs at the Haskell House, for a change order in the amount of $9,254.05 to repair additional damage found when existing siding was removed. After completion, this cost will be reimbursed by the City of Austin. This matter was time-sensitive and could not wait until the January meeting.
Minutes from Finance & Operations Committee Meeting on January 13th, 2022
Attending: BJ Friedman, CCDC Treasurer, Paula Hern, Mary Reed, CCDC President, Chris Thomas, CCDC Vice President
1. The committee reviewed the financials for December. Included among them was a new document labeled P & L by Class, which showed revenues and expenses by property. The committee liked the document but one property was mislabeled 1708 West 11th, when it should probably be 1708 West 10th and there was a question about how the grounds contract expense had been allocated among our properties because there are big disparities among some of the addresses. Also, Mary said that it would be helpful if the information were presented by unit when a property is a duplex. Mary said she would contact Brad and Linda about these things.
2. Also, for the first time, BJ shared copies of all of the cancelled checks that Prak had written in December on behalf of the CCDC. Mary suggested that Prak write the address and unit # in the subject line of all checks that are for a specific property. She will contact Brad and Linda about this. Also, she had questions about some specific checks. She will share them with BJ.
3. Mary provided status reports on all of the CCDC’s projects – 1611 West 10th, 1011 Charlotte and the Haskell House.
4. BJ told the Committee that the CCDC has a substantial utility credit balance with the COA for 1729 West 11th and that she had a call into the office to find out how to get that credit applied to the account for that property. During the Committee’s meeting, Utility Customer Service called BJ and so she left the meeting to talk with them. BJ later reported that in order to get the credit balance applied to the account, she had to remove 1729 from budget billing. Once the credit has been applied, she will re-enroll 1729 in budget billing.