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.