Minutes, January 21, 2020
Minutes from the January 21, 2020 Clarksville CDC Monthly Meeting
Board members present: Aly Byatt, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Gregory Tran
Others present: Rose Gabriel
1. On a motion by Paula, seconded by BJ, the minutes from the November 19, 2019 monthly board meeting were approved.
2. Rose presented the November and December, 2019 financial reports.
November: We showed a net gain of $3,148. Our end of month checking balance was $10,821, savings balance was $117,621. Expenses included a permit to begin work on repairs to the Haskell House and an interest payment on the HomeBase loan.
December: We showed a net loss of $67. Our end of month checking balance was $11,150, savings balance $117,631. The $3000 architectural fee was the final payment for 1611 W. 10th. Rose reports that the architect is invested in the project and she believes she will maintain contact with the general contractor during construction. A question was raised about the possibility of adding solar panels to the house. Rose said the cost is not included in the budget, but it’s something we can consider later, as they can be added at last minute or after completion. We need to look into rebates.
The minutes from the January 14, 2020 Finance Committee meeting appear at the end of these minutes.
3. Rose presented the property management report. There was discussion about a contractor who took it upon himself to do some additional work—work not approved by the board or the Property Manager. He completed this work and in retrospect, the work was necessary. On a motion by Gregory, seconded by Aly, the board voted to pay the invoice but include a written notice not to take initiative without approval in the future. One board member voted against the motion.
4. On a motion by Kim, second by Aly, the board approved paid time off for Rose Gabriel, CCDC Property Manager and Financial Manager.
5. BJ presented an amended FY 2019-20 budget which reflects discussions from the Board’s December retreat. These items included the purchase of online Quickbooks, paid time off for the property/financial manager, an annual gift for the property/financial manager, a reduction in payroll taxes (due to an overestimation in the original budget), and the instigation of monthly budgeting for utilities. The new budget currently shows a net loss of $97,479, but the budget doesn’t reflect the $100K HomeBase loan we will be receiving in this fiscal year. When that is included, we will be at a net gain of $2521. On a motion by BJ, seconded by Paula, the board approved the amended FY 2019-20 CCDC budget.
6. One of the things discussed at the Board’s December retreat was the creation of a Policy and Procedures document that would put current practices into writing. The Board discussed a draft. Based on the discussion, Mary will amend the draft and distribute a revised version to the board for approval via an electronic vote.
7. Another thing discussed at the Board’s December retreat was the revision of the job description for the Property and Financial Manager positions. The Board reviewed a draft. Based on the discussion, Mary will amend the draft and distribute a revised version to the board for approval via an electronic vote.
8. Paula requested that the Board revisit the CCDC pet policy, which prohibits pets unless they are documented service or emotional support animals. There was a lengthy discussion. The majority sentiment was that the potential damage to the CCDC properties outweighs the possible benefit to tenants. On a split vote, the board approved a motion by BJ, seconded by Gregory, that the current policy be maintained.
9. The Board postponed discussion and approval of revised Tenant Rules until the February meeting.
10. The Board postponed discussion and approval of revised Tenant Selection Committee document until either approval via an e-vote of the February meeting.
11. Rose gave a progress report on the new CCDC house at 1611 W. 10th Street. American Youthworks (our general contractor) is awaiting permits and inspections. They anticipate we are 2 months out from starting the foundation, with pouring approximated for 2 weeks after that. Hoping for a finished slab by the end of March.
12. Rose reported that we are still awaiting our approved funding from the City for the Haskell House repairs. She will meet with contractors. Plans are to add insulation when the roof comes off.
13. Paula reported that the Holiday Party was very successful. The children’s activities, which included an OWANA-sponsored cooking decorating table, were well received. Cover Three provided great food, and the kids loved the snow. (Note for next year: blow the snow away from the door.) Rick Patrick led the carolers this year. Everyone had a great time.
14. Under Other Business, Mary reported on recent events regarding CCDC efforts to promote the Haskell House. She recently met approximately 50 St. Stephens 6th and 7th grader, teachers, and parents there. The tour was a part of their MLK Day activities, which included marching in the parade and seeing the Jacob Fontaine house. Also, she met with the man who is in charge of Walking Tour & Tourism at Visit Austin.
15. The board met in Executive Session to discuss a tenant matter.
Action taken via Electronic Vote:
· On January 16, 2020, the board voted to authorize the acceptance of a bid from Four Season Heat & Cool to replace the HVAC system at 1011A Charlotte in the amount of $4,130.
The tenant was without heat, so this matter was time-sensitive and could not wait until the January board meeting.
Minutes From Finance Committee Meeting, January 14, 2020
Attending: Mary Reed, CCDC president, BJ Friedman, CCDC Treasurer and Rose Gabriel, CCDC Financial Manager
Mary Reed and BJ Friedman reviewed the financials for November and December 2019 and asked Rose Gabriel about anything they did not understand.
BJ compared the CCDC bank statements for November and December against deposit slips, debits transactions and receipts.
BJ and Rose discussed subscribing to the online version of QuickBooks, which costs $40.00/month and allows three different people to use the service. They agreed that it’s not a good idea to have the CCDC’s QuickBooks’ information maintained on Rose’s old PC.
Mary, BJ and Rose discussed an invoice from a contractor who made unauthorized repairs/improvements at 1821B Waterston and 1817A West 10th Street. The issue to be decided is whether he should be paid for the time and materials associated with the work he did without Rose’s okay. Mary said that the decision should be made by the board and BJ agreed.
Rose shared a bid from All Year Heating and Air Conditioning for a new HVCA system at 1011A Charlotte Street. The bid is significantly less than the one provided by Totally Cool Heating and Air Conditioning for an identical unit. Because the CCDC has worked with Totally Cool for a long time and been happy with its services, Mary suggested that Rose share with it the lower bid and ask if it can meet or better it.