Minutes, March 17, 2020
Minutes from the March 17, 2020 Clarksville CDC Monthly Meeting
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the board met virtually, via Google Chat.
Board members in (virtual) attendance: Aly Byatt, BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Mary Reed, Gregory Tran
Others in (virtual) attendance: Rose Gabriel
1. On a motion by BJ, seconded by Aly, minutes from the February 18, 2020 monthly board meeting were approved.
2. Rose presented the financial report. As of February 29, our checking balance was $10,800, savings balance $127,642. We ended the month with a $3108 net gain. The “accounts receivable” line item includes one February rent payment that was late. It has since been paid. Maintenance expenses include plumbing repairs at 2 properties.
Minutes from the March 12, 2020 Finance Committee are included at the end of these minutes.
3. Rose reported that all but one tenant is current on rent. The lease on 1011B Charlotte which expires this month will be renewed. Rose is awaiting financials to determine rent. The board met in Executive Session to discuss a tenant request.
4. Mary led a discussion on the viability of the annual Family Fun Fest, both this year’s event, scheduled for May, and future events. Even before coronavirus, she was having difficulty securing sponsors for this year’s Fun Fest. There was recognition that this year’s Fun Fest would have to be cancelled. Aly will contact the Bouncy House and Petting Zoo providers to see if our deposits can be refunded. If not, she will see if we can reschedule these for future CCDC events.
Going forward, the board agreed it is time to retire the Fun Fest. We would be better served by planning different types of community events and looking to other ways to raise funds. A committee will be formed to come up with ideas. Board members were encouraged to send any suggestions to Mary.
The board recognized Mary’s outstanding work in organizing and riding herd on 11 successful Fun Fests. They were great events, made possible by all the time she put in!
5. Mary reported that HomeBase is no longer interested in administering the affordable housing funds. At this time, we don't know what, if any, changes this will mean for the CCDC going forward.
6. The discussion of tenant responsibilities to the CCDC beyond following the rules and paying rent was postponed due to a lack of time for adequate discussion. It will be discussed at a subsequent meeting.
7. The board revisited the recently adopted Tenant Rules. On a motion by Kim, seconded by Paula, the board approved changing #8, “Guests” to read “You are not permitted to have a guest stay at your home for more than 7 consecutive days without the property manager’s written permission.”
8. Because Chris Thomas was unable to attend the meeting, discussion regarding the proposed performance review process for Rose Gabriel was postponed until next month.
9. Kim explained that the annual membership drive will proceed as scheduled, running form March 21 – April 7. CCDC membership is now permanent, but door-to-door flyers will be distributed to attract additional members.
The annual board election is scheduled for April 21, the day of the Annual Meeting. As usual, there will be an extended absentee voting period. Five positions are up for election. Current board members filling those spots are Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas. Election information will also be delivered door-to-door. It will include a call to anyone interested in running for the board. The deadline to declare is April 4.
Kim noted that the Annual Meeting notice usually is delivered at the same time as the membership and election flyers. After discussion, the board decided to delay the delivery of that notice as late as possible in case the meeting must be postponed due to coronavirus concerns. According to the bylaws, notice is to be given no less than 10 days prior to the Annual Meeting.
10. The board agreed to call a Special Meeting on April 21 to approve amended bylaws, incorporating items discussed at the Board’s December retreat. This meeting will take place immediately following the conclusion of the Annual Meeting. Notice will be included on the Annual Meeting notice, will be delivered door-to-door, emailed to all current members, and posted on the CCDC website.
In addition to what was agreed upon at the retreat, the Board agreed to add a provision regarding potential postponement of Annual and Special Meetings. Current bylaws provide no direction.
11. Rose reported that engineering and architectural plans for 1611 W. 10th Street have been submitted to the City. There is a possible issue with the front porch exit being too close to power lines. If it is a problem, the steps can be repositioned to exit off the side of the porch rather than front.
12. We have received the documents regarding the Haskell House repair/improvements grant and have delivered our insurance information. The City must approve the materials we use, and there is some confusion over who will provide the approval. We will not order materials until approval is obtained.
It was also reported that there is an issue with our current Use Agreement—the City believes a new one was issued in the past year or so, but neither we nor they can produce a copy. This issue is in the process of being resolved. Until it is, we cannot get a required termite inspection.
13. Mary reported on a very successful tour she gave to a group of UT history and architecture graduate students. Approximately 25 attended. She received very positive feedback. Other tours are scheduled, but will likely be postponed due to coronavirus.
14. Under Other Business, Mary noted that there is a vacancy on the Historic Landmark Commission. The HLC meets once a month and meetings are long. Best that candidates have some knowledge of historic preservations and time to commit.
15. The board met in Executive Session to discuss a tenant matter.
Actions taken via Electronic Vote:
· On March 7, 2020, the board voted to issue a 3-day lease termination notice to a tenant. This item required immediate action and could not wait until the March meeting.
· On March 8, 2020, the board voted to adopt a revised Tenant Rules document. This item was discussed at the February board meeting. The adopted version includes revisions suggested at that time.
Minutes from March 12, 2020 Finance Committee Meeting
Attending: Mary Reed, CCDC president, BJ Friedman, CCDC Treasurer and Rose Gabriel, CCDC Financial Manager
BJ and Mary reviewed February’s P & L and Balance Sheet with Rose. BJ and Rose discussed why the payroll tax amount did not show up in Quick Books, but appeared on the Balance Sheet. Also, Rose said that she still did not understand how the CCDC’s payroll company was accounting for payroll taxes and would call the company for an explanation.
BJ compared receipts, deposit slips, debit transactions and cancelled checks to the CCDC’s February bank statement.
Mary reminded Rose that her first quarterly report to the board would be due at the April meeting. A discussion followed about possible options for highlighting data using graphs and charts.
Mary mentioned that some of the CCDC’s tenants may have their income affected by the corona virus.
She also noted that she has not yet been able to cover all of the expenses associated with the Fun Fest activities and is short $1,200 of what she needs.
Mary told BJ and Rose that Home Base no longer wants to manage the affordable housing money from OWANA and said that she wants to make a pitch that it simply be given to the CCDC. BJ and Rose agreed that that made sense and Mary shared with Rose the information she would like from her so that she can include it in her pitch. She explained that she wanted to get it to her OWANA contacts the next day because they will be meeting re some OWANA matters on Saturday. She is confident that they will support her request for the money.