Minutes
Annual Property Management Report--10/2018-9/2019
Annual Property Management Report
October 2018- September 2019
Tenant Turnover
1720 A West 11th
1007 A Charlotte Circle
1009 B Charlotte Circle 1011 A Charlotte Circle
1708 A West 10th
Building Improvements
- Demo and full bath renovation at 1007A Charlotte Circle plus full paint inside and porch
- Updated electrical on 1007A&B, 1009A&B, 1011A&B Charlotte Circle to include:
adding GFI’s to all wet areas
adding exterior outlets to each property
fixing breaker box issues with updated wiring
- Installed motion light at 1708 West 10th for rear parking and repaired wiring
- Replaced 2 breakers at 1821 A Waterston
- A/C repairs to:
1007 B Charlotte - replaced condenser motor
1708 B West 10th - replaced condenser motor
1009 A Charlotte - replaced breaker at unit
Annual Treasurer's Report (October 2018-September 2019)
CCDC Treasurer’s Report for Fiscal Year 2018-19 (October thru September)
We own 9 properties, housing 16 tenant units and manage the Haskell House and Pauline Brown Community Center. We are in the process of building a new house at 1611 W. 10th.
If we look at CCDC income for the last fiscal year, we are slightly ahead of budget if we consider that $200,000 that was budgeted for grants for renovations at the Haskell House and for the new construction at 1611 W 10th have not yet been awarded.
Rental income was slightly lower due to more of our tenants having lower incomes. We hope this trend will stabilize. For the foreseeable future, we have had to reduce or forgive rent payments due to tenants’ loss of income due to Covid19 shutdowns and shelter in place orders.
Expenses were lower than projected, resulting in net income of $6,498.
Savings were realized from
· Less money was spent for tenant holiday gifts.
· Nothing was spent on walking tours.
· Printing costs were reduced due to dropping the Historic District campaign.
Expenses greater than budgeted were related to
· Property manager needed to work more hours due to many make ready’s with higher than usual tenant turnover, more maintenance, and additional work to prepare grant applications.
· Greater expenses were required for repairs and make ready’s.
· Increased tree and lawn maintenance was required.
· 40th birthday party expenses exceeded party income.
· We subscribed to QuickBooks online to make our bookkeeping more efficient and secure and to provide for greater transparency to the Board.
Compared to previous 2 years; 2018-19 was pretty typical.
· Income is down slightly due to more tenant turnover than seen in the past, and lower rents being charged.
· Income from food for the Fun Fest was down in 2018-19 since food was sold by a food truck (Taco Flats), rather than by the CCDC.
· Utilities and maintenance are higher for properties and at Haskell House. Several stoves, HVAC units, and water heaters had to be replaced in our rental units in 2018-19.
· Event expenses were greater due to the purchase of decorations, a fan, and snow machine that will be used again in the future.
· Printing costs were greatly under budget related to dropping the Historic District campaign.
Please see the attached 2018-19 Budget to Actual Report and the 3 Year Lookback Report for details regarding CCDC finances. (Note: the website does. not support the formatting of these reports. To obtain copies, please contact CCDC Board Secretary, Kim O’Brien, kkronzer@aol.com.)
President's Annual Report
Annual Report, 2020
Mary Reed, CCDC President
Every year I try to identify an over-arching theme for my annual report, but after looking over the minutes for the past 12 months, I couldn’t identify one, single theme. What did become clear to me however, is that although the CCDC board always tries to improve how it functions and how the CCDC operates, we made big progress on both fronts last year and as a result, today’s CCDC is a more professional, tighter-run organization than ever before.
• One reason for this is that in December of last year, we held our first-ever board retreat. It gave us the opportunity to do something we don’t have time to do during our monthly board meetings. We got to step back and discuss changes we wanted to make, additional information we needed in order to be able to make more informed decisions, processes that ought to be formalized, and issues affecting the organization. As a result, the board agreed on a set of written operational policies and procedures. They include a new requirement regarding the kinds of information the board must receive when it's asked to adopt the next year’s operating budget and a requirement that the board be provided quarterly budget updates in addition to monthly reports and an annual report. We also agreed that the full board must review and approve all documents that financially obligate the CCDC in any way and that each approved doc must be signed by either the president or vice president, and we decided when multiple bids for a repair or service would be required. In addition, we added more detail and greater clarity to Rose Gabriel’s job description – Rose is our property and financial manager – made extensive changes to the CCDC’s Tenant Rules, updated the document that outlines the mission and responsibilities of our Tenant Selection Committee, and we agreed on changes to our bylaws. To date, the board has approved all new and revised documents, except for the bylaws. Kim O’Brien, our board Secretary, is reworking them and we will see a revised version of that document soon.
• Another reason why I believe we are running a tighter ship is because last year, the members of the Finance Committee -- BJ Friedman, our Treasurer, Rose Gabriel and I -- became a stronger, more cohesive, more effective team. As a result, we now provide greater oversight over the CCDC’s finances month-to-month and we’ve become more proactive.
Moving on to the CCDC’s accomplishments over the past year that relate specifically to the organization’s three missions – affordable housing, the preservation of Clarksville’s history, and community-building:
• Our affordable housing program continued to thrive due in large part to Rose’s able management and hard work, and we were awarded the $ we need to build a new single family affordable home in Clarksville.
• The CCDC played a leadership role in the fight against the proposed new land use code, which poses a threat to historic neighborhoods like ours.
• We secured a grant to make some much-needed repairs to the historic Hezekiah Haskell House.
• The CCDC became a member of the new Historic House Museum Alliance.
• We conducted several well-received tours of the Haskell House and the neighborhood.
• And, the CCDC continued to host events. For example, we hosted another ice cream social, which not only attracted new contestants, but more ice cream eaters too; the CCDC and OWANA collaborated on another Christmas Party, which was a great success thanks to delicious food provided gratis by Cover 3, more activities for kids, a new Christmas caroling leader, the ever-popular snow machines, Santa Claus, and plenty of wine. And in May, the CCDC hosted what we now know was our final Family Fun Fest. It was good while it lasted, but the board has decided that it’s time to pursue new fun activities for neighborhood kids and their families.
In closing, although we experienced our share of challenges last year and face new ones now as a result of the Corona virus, the CCDC continues to do good work in Clarksville thanks to our committed board, our Tenant Selection Committee members, Rose’s dedication, and neighborhood support.
Clarksville CDC Annual Meeting to be Virtual
Clarksville CDC Annual Meeting to be virtual
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the April 21, 2020 Annual Meeting of the Clarksville Community Development Corporation will be held virtually.
Anyone interested in “attending” must contact CCDC Secretary Kim O’Brien (kkronzer@aol.com or 512-517-0249) by Monday, April 20 for information on how to join the meeting.
Annual Meeting Agenda
Tuesday, April 21, 2020
6:30 p.m.
1. State of the CCDC
2. Financial Report
3. Housing Report
Reports will be posted at
prior to the meeting.
The CCDC Monthly Board meeting will begin at the conclusion of the Annual Meeting.
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.
Minutes, February 18, 2020
Minutes from the February 18, 2020 Clarksville CDC Monthly Meeting
Board members present: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas
Others present: Rose Gabriel
1. On a motion by Aly, seconded by Chris, the minutes from the January 21, 2020 monthly board meeting were approved.
2. Rose and BJ presented the financial report. As of January 31, our checking balance was $8195, savings balance, $127,641. We ended the month with a $3737 net gain. Specifics of the Profit & Loss include: the Donation line item reflects the contribution from OWANA for the holiday caroling event; Repairs includes expenses related to a broken pipe at 1011 Charlotte. Rose reported that the migration to QuickBooks Online was challenging but successful.
3. Rose presented the property management report. All tenants are current on rent. On a motion by Paula, seconded by Aly, the board agreed to lease terms for 1729A W 11th. Rose will send notice. Another tenant has asked for a lease renegotiation based on a change in income. On a motion by Paula, seconded by Chris, the board voted to approve renegotiating the lease, with the new terms effective March 1st.
4. Rose presented a spreadsheet she prepared that shows our tenants’ incomes in relation to the Austin/Travis County median family income (MFI.) Tenants range from 25-55% of MFI, with the average being about 35%. Due to loan restrictions, one CCDC property is restricted to only tenants whose income is at 50% or below. There are no restrictions or requirements on other CCDC properties.
5. On a motion by Aly, seconded by BJ, the Policy and Procedure document was approved.
6. The board discussed the proposed Tenant Rules document. Suggestions will be incorporated and will be voted on via an electronic vote.
7. Rose reported that work has begun at 1611 W. 10th Street, the site of CCDC’s next affordable home. Core samples have been drilled.
8. Rose reported that there was no progress to report regarding the Haskell House repairs. We are awaiting receipt of the grant money.
9. Mary reported that she is having a harder time than usual obtaining sponsors for the May 17th Fun Fest. One long-time sponsor (Zocolo) has closed, others have been slow in responding. She will keep at it.
10. Mary reported on an upcoming tour of the neighborhood and the Haskell House by a group of UT history and archeology graduate students. Ally will accompany the tour to “learn the ropes.”
11. Under Other Business Mary reported that Richard Orton, a documentary filmmaker who is working on a project about Freedom towns in Texas, will be meeting with her, Malcolm, Stephanie Lange, and John Henneberger this month to discuss Clarksville.
12. The board met in executive session to discuss a tenant matter.
Actions taken via Electronic Vote:
· On February 5, 2020, the board voted to approve policies and procedures pertaining to the Tenant Selection Committee. This item had been scheduled for discussion at the January meeting, but there was no time to discuss it. Rather than wait until the February meeting, the board adopted the document via electronic vote.
· On February 9, 2020, the board voted to approve the job descriptions for the CCDC property manager and financial manager. This item was discussed at the January meeting. The approved document includes suggested revisions discussed then. Rather than wait until the February meeting, the board adopted the document via electronic vote.
· On February 14, 2020, the board voted to approve a contract with the City of Austin for funds for repairs to the Haskell House. This money was awarded through the CCDC’s application to the City’s Heritage Tourism program. This matter was time-sensitive and could not wait until the February board meeting.
Minutes From Finance Committee Meeting on February 17, 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 January 2020 and asked Rose Gabriel about anything they did not understand.
BJ compared the CCDC bank statements for January against deposit slips, debits transactions and receipts.
Rose told BJ and Mary that she had finally figured out how to use the online version of QuickBooks and showed them the CCDC’s financial statements will look like now. After briefly looking at QuickBooks online, BJ showed Mary and Rose the sorts of graphics that can be generated for the board and Mary noted that she thought they would be perfect for Rose’s quarterly financial reports.
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.
Minutes, November 19, 2019
Minutes from the November 19, 2019 Clarksville CDC Monthly Meeting
Board members present: Aly Byatt, BJ Freidman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Gregory Tran.
Others Present: Rose Gabriel
1. On a motion by Aly, seconded by Paula, the minutes from the October 15, 2019 monthly board meeting were approved as amended. Approved corrections have been made to the official recorded minutes.
2. BJ and Rose presented the financial report. We showed a net loss of $2,303 in October. Checking balance as of October 31, 2019 was $7,260, savings balance $117,612. Rose has altered the format of the monthly report to include a column with explanatory information for line items. The October financials included a few audit adjustment items: $333.00 in “miscellaneous income” to write off some leftover tenant deposits; $50 in “bad debt” for past rent not paid. Insurance expense was high because 2 payments cleared in 1 month. Rose’s salary expenses were higher than usual because of her heavy work load during the past month. Repair expenses included a late bill for the make ready at 1720A W. 11th and a plumbing leak at 1011A Charlotte.
Minutes from the November 12, 2019 Finance Committee meeting follow these minutes.
3. Rose presented the property management report. All tenants but one are current on rent. That tenant will pay this week. The tenant at the Neighborhood Center will be renewing, now with a commercial lease.
4. The City has approved funding for the construction of a new CCDC property to be located at 1611 W. 10th Street. The funding will come from federal dollars rather than the affordable housing bond funds. Funds are expected in early 2020. In the meantime, we will continue to work on the project, paying incurred expenses from CCDC savings /HomeBase forgivable loan.(e.g.: the October financial report includes a $1,000 expense for “architecture.”) When the City funds become available, incurred expenses will be submitted for reimbursement.
Mary has met with City staff in charge of the Heritage Tourism Grant program regarding funding awarded for repairs to the Haskell House, and we have begun the process to receive the funding. Our project should be considered at December Historic Landmark Commission meeting.
5. Mary gave the board an update on where things stand with the new Land Development Code.
· The Planning Commission hearing has taken place, with lots of testimony regarding specific concerns and lots of people expressing a desire to slow the process down.
· A concern has arisen regarding the preservation incentive included in the LDC. As written, preservationists feel it will hollow out the preservation process. At the November 18, 2019 Historic Landmark meeting, there was a push to get the HLC to hold a hearing, but they have been told that “there is no time for a hearing.” Word from the Mayor’s staff is that they “assumed” that the preservation incentive would protect historic structures.
· Local Historic District design standards will supersede the code. This is not true for NRHDs.
· The LDC is being fast-tracked. Approval on First reading is scheduled for December 9. This timetable will not allow for concerns raised by neighborhoods or individuals regarding map changes to be included, although the City has touted this to be part of the process. Council will hold a work session on December 4, a hearing on December 7, and the first reading vote on December 9. Approval on first reading requires only a simple council majority . The second reading vote will probably be in February. Second and third could happen at the same time.
· Lawsuits are expected.
6. The CCDC board retreat will take place at 9 a.m. on Sunday, December 15. The meeting will be at BJ’s house.
7. Paula reported that the community holiday gathering will take place on Saturday, December 21 at the Haskell House. Santa will be there and there will be caroling and food. Night Cap has agreed to provide treats, and we will look for a tamale source. A flyer will be delivered door-to-door, as well as publicity via the OWANA and Mathews’ listservs.
8. Board members will be decorating the Haskell House this year. BJ will distribute a calendar so that decorating times can be decided.
9. Under Other Business, Paula announced that she soon will be meeting with City staff to discuss her property and the W. 6th Street transition zone as they related to the proposed land development code. City staff to discuss her property and the W. 6th street transition zone.
10. The board did not meet in Executive Session.
Minutes from Finance Committee on November 12, 2019
Attending: BJ Friedman, Rose Gabriel, Mary Reed
BJ, Rose and Mary reviewed a new format for the CCDC’s monthly P&Ls. It will allow Rose to provide explanatory explanations next to various line items. BJ and Mary both agreed that the new format will provide the CCDC board with more information and make the organization’s finances more transparent.
They asked Rose to use the same format for the CCDC’s balance sheets, which she will.
BJ and Mary asked Rose to clarify the nature of the Alley Flat loan and the Home Base forgivable loan, both of which are listed on the October balance sheet under “Current Liabilities” and the Home Base loan which is listed on that same doc under “Long Term liabilities.” Specifically, they wanted to know where each loan came from and what the loan proceeds were being used for.
Rose will add this information to the balance sheet the board will review next week at its November board meeting.
After reviewing October’s financials, BJ reconciled the October bank statement, comparing cancelled checks and debit card purchases to the information on the statement. Rose answered BJ’s questions and said that she would contact the CCDC’s insurance company in order to clear up a discrepancy that she had no answer for.
Rose told Mary that she has finally gotten the CCDC’s COA utility accounts set up on Budget Billing. This means that the CCDC will pay on average the same amount each month to Austin Energy.
Minutes, October 15, 2019
Minutes from the October 15, 2019 Clarksville CDC Monthly Meeting
Members Present: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Kim O’Brien, Mary Reed, and Chris Thomas.
Others Present: Rose Gabriel
1. On a motion by Chris, seconded by Aly, the minutes from the August 20, 2019 monthly board meeting were approved with corrections, and on a motion by BJ, seconded by Malcolm the minutes from the September 17, 2019 board meeting were approved with corrections. Corrections have been made.
2. Our September financial report shows a net gain of $2776, a checking balance of $4903, and a savings balance of $117,539. Regarding specifics of the Profit & Loss, the refund of $400 is a rebate for a new A/C, and the increase in supplies is due to irrigation equipment (soaker hoses, timers, etc.) for Neighborhood Center and motion lights on Haskell House.
Minutes from the October 14, 2019 Finance Committee appear at the end of these minutes.
3. Rose reported that everyone is current on rent. A couple of leases are up for renewal and will be renewed. Rose is awaiting financials from tenant at 1009B Charlotte; rent to be determined based on review. 1807 W. 11th will renew at the current rate but will change to a commercial lease. Rose recommended that the late fee increase from $25 to $50. The board approved this change.
4. City staff has recommended that we receive funding from the City affordable housing bond fund for construction of a new CCDC property at 1611 W. 10th. The City Council, acting as the Austin Housing Finance Corporation, is scheduled to vote on November 14, 2019. In response to a question, Rose stated that the house will be 1095 sq. feet. Cost is expected to be $197,000. It was suggested that we post a sign out front: “Another Project by CCDC.”
We also received approval for funds for repairs to the Haskell House from the City’s Heritage Tourism grant program. We need to sign a new contract with Parks and Recreation for the Haskell House. We will be assigned a contract manager.
5. Mary reported on what’s been going on with the new land use code revision process. So far, it looks as though Clarksville will not be adversely affected by proposed changes. The transition zone on W. 6th doesn’t seem to extend beyond UT Married Student Housing. Paula Hern is going to meet with staff to verify this. Our area properties will be R2B: residential, single family + ADU or duplex. Both sides of Waterston will be RM2, higher density than R2B, but less than Palma, which will be less than Enfield (streets within the Enfield transition zone.) Two city-wide Town Hall hearings will be held before the Planning Commission, then the Council will vote
6. The CCDC Board retreat is scheduled for November 3, 2019, 9 to noon at BJ’s house. Gregory is bringing coffee & bagels.
7. No Other Business was discussed.
8. The Board did not meet in Executive Session.
Minutes from October CCDC Finance Committee Meeting, 10/14/2019
Attending: BJ Friedman, CCDC Treasurer, Mary Reed, CCDC President, Rose Gabriel, CCDC Financial Manager
BJ compared checks written and debit card purchases to information in the CCDC’s September bank statement. She has no issues.
BJ and Mary reviewed financials for September. Mary asked Rose about the $400 in refund income the CCDC had received. Rose explained that it was a rebate from the City of Austin related to the installation of new central AC at the neighborhood center. Mary also pointed out that the notecard income amount should be $20, not $24, and asked what the $588.27 in supplies represented. Rose replied that it was mostly irrigation-related expenses associated with the plants and trees at the Center, which had become extremely heat-stressed.
BJ inquired about the CCDC’s continued high utility expense. Rose said that she is trying to get the accounts for the properties with shared meters to be changed to a budget plan, and that getting separate meters for each property is on her list, but given the cost, not at the top of that list quite yet.
BJ and Rose discussed issues related to the financial data that is on the CCDC’s google drive. BJ said that it needs to be better organized. Rose explained that part of the problem is that she is not very familiar with how to get docs onto google drive. BJ gave her a quick lesson and Rose said that she felt confident that she could do what needs to be done going forward.
Minutes, September 17, 2019
Minutes from September 17, 2019 CCDC Board Meeting
Present: Mary Reed, Chris Thomas, Aubrey Carter, Gregory Tran, and Malcolm Greenstein
Rose Gabriel also present
Absent: BJ Friedman, Paula Hern, Aly Byatt, Kim O’Brien
1. The Board could not vote to approve the August 20, 2019 minutes because there was not a quorum present who was also present at that meeting. The minutes will be on next month’s agenda for approval.
2. Rose Gabriel reported that the CCDC experienced a net loss of $650.24 in August. As of August 31, the organization’s checking account balance was $452.24; the balance in its saving account was $117,539.33, which includes the $100,000 in Home Base funds.
Malcolm asked about the $21.86 ice cream social-related charge in the P & L. Rose said that it was because Mary bought some decorations to use at next year’s ice cream social.
The Finance Committee met on September 11, 2019. Minutes from that meeting appear at the end of these minutes.
Rose presented a draft CCDC operating budget for the new fiscal year – FY2019-2020. She noted that it’s pretty much same as the budget for the current fiscal year and highlighted some items:
· The CCDC will be audited annually in the future, rather than every two years. Doing it every two years was too much work. The auditor agreed to reduce her fee to $5,200.
· The budget for 1611 W 10th is $197,000, but Rose believes it may be lower in the end. For example, the survey cost $1,600 instead of $4,000.
· The $46,452 expense reflects repairs to the Haskell House that we anticipate will be paid for with the proceeds from the Heritage Tourism grant the CCDC applied for.
· Budgeted income from Christmas caroling party/ice cream social/ACL ticket sales should be changed to $1,240. Aubrey made a motion to change the number of the proposed budget from $200 to $1240, Chris seconded the motion and it passed on a unanimous vote.
3. Rose presented the Property Management report. All but one tenant is current on rent. That matter will be discussed in Executive Session.
4. Thursday, the city council will vote to on the projects recommended to receive Heritage Tourism Grant funds. Unless there are any issues, the Council should approve all of the grants “on consent.” Mary explained that if the CCDC receives the grant money it asked for, the organization will be expected to market the Haskell House as a tourist destination and that will mean training more people to be docents. Right now, she handles all of the House and neighborhood tours, but if we begin getting a lot of tour requests she will need help. So far, four people have volunteered to become docents. Mary also reported that Parks and Rec is including the Haskell House in its up-coming state-wide advertising campaign that will promote historic Austin sites to Austin visitors. The campaign will include Texas Monthly advertising.
Regarding the affordable bond fund money that the CCDC has applied for, Rose said that the City is being very rigorous regarding how that money will be used and is showing preference to multifamily housing developers. She also said that the CCDC had increased its match to $100,000 and now, the City feels that our debt to asset ratio is high – we are ranked at a risk level of 2 out of 3. Mary pointed out that the ratio is too high because the City insisted on us increasing our match, which means that we had to take on more debt, and that the City is holding small non-profits like the CCDC to the same standards as the for-profit housing developers who are applying for bond fund money, which is not fair. She indicated that she had sent Council Member Tovo a long email outlining the problems and inequities in the current bond fund application process and Tovo agreed that the process needs tweaking. Malcolm asked if other housing nonprofits had experienced similar problems; Mary said that Guadalupe had and maybe Blackland too.
Council will vote on the projects recommended to receive bond fund $ this round on November 14. Mary expressed concern about Council Member Cesar’s vote as he has been upset that the CCDC is building a SF home on the 10th Street lot, not a duplex.
5. Mary reported on the revised new land use code and said that people are finally learning about it and getting upset. She said that it will not be good for central Austin neighborhoods that are in transition zones. because SF homes in the zones will automatically be up-zoned to multi—family. Also, if owners of those homes tear them down, the new structures must be at least 4 units. There is an affordable housing bonus available to owners willing to make some % of the units affordable. The bonus would entitle them to build up to 4 more units.
Some council members are for the new code, but others are not. It will be great for developers, realtors and private investors. Those who are for the new code argue that greater density = more affordability. However, Mary says that she has yet to hear one proponent point to any city that has successfully driven down housing costs by enacting a land use code that promotes increased density.
October 4 is the release date for new revised land use code with maps. Councimember Tovo has scheduled a District 9 town hall meeting for October 10 that will take place at City Hall. There also will be a Planning Commission hearing and a Council hearing on the code. Council is slated to take a vote on the code, on first reading, in early December.
Mary will meet on Wednesday with Annick Bodette, who is one of the two city staffers in charge of the staff people who are developing the land use code. Maureen Mettauer as well as Rosemary Merriam, both with OWANA, will be at the meeting too. They have a long list of questions to ask Annick.
6. Mary proposed scheduling a board retreat for the Fall so that the board can look at the bylaws, discuss some new policies and procedures they may want to put in place, review Rose’s job description, review our lease, etc. The board talked about whether a Saturday or a Sunday morning would be best and Mary said she would survey the full board to find out what the majority wants.
7. No Other Business was discussed.
8. The Board met in Executive Session to discuss a tenant matter.
Action taken via Electronic Vote:
· On August 29, 2019, the board voted to authorize Rose Gabriel to increase the amount of money the CCDC will contribute toward the construction of a new affordable house to be located at 1611 West 10th to $100,000. The total cost of the project is projected to be $197,950. American Youth Works will contribute $20,000 in services toward the $97,950 balance. The remaining $77,950 will be paid for with City of Austin affordable housing bond fund money.
This matter was time-sensitive and could not wait until the September meeting.
Finance Committee Minutes
11:00 AM. Sept 11, 2019
Attendees: Mary Reed, CCDC President; BJ Friedman, CCDC Treasurer; Rose Gabriel, CCDC Property Manager
1. The committee reviewed the Balance Sheet for August, which showed a net income of $3155.51.
2. BJ reviewed the bank statement and reconciliation sheet.
3. The committee discussed the requirements for reporting income for the COA compliance report for 1817B W 10th. Child support, any SSI benefits for children and all liquid assets should be counted as income. $460/child should be deducted from gross income.
4. BJ asked Rose to give the Finance Committee report since she will be out of town on the day of the Board meeting.
5. Meeting adjourned at 11:40 AM
Minutes, August 20, 2019
Minutes from the August 20, 2019 Clarksville CDC Monthly Meeting
Board members in attendance: Aly Byatt, BJ Friedman, Paula Hern, Mary Reed, Chris Thomas, Gregory Tran
Others in attendance: Rose Gabriel
Approved minutes from July meeting with amendments. Aly made the motion and Gregory seconded. All ayes.
BJ reviewed the financial statements and finance committee report. We are in the black for the first time in several months. Total assets/liabilities = $883,689.78. Net income = $213.67. Mary wants clarity on ice cream social costs. She also asked why loan costs are considered “other assets”. Rose said that she would ask the auditor. Minutes from the Finance Committee meeting are at the end of these minutes.
Rose deviewed property management report. One tenant is late on rent. They are on a rent increase plan; they owe about $550 in back rent. New tenants move into 1720a on August 23. Lots of maintenance in July – several A/C motors went out and had to replace 3 stoves.
Mary discussed the funding applications submitted to the City of Austin. We completed the application grant for the affordable housing bond funds for construction of a new CCDC house – it was a lot of work. Total construction costs are estimated at $197k. We are asking the city for $104,650, we are looking to get $20k from American Youth Works, and the CCDC plans to foot the remaining $73k. We also completed the grant application to the COA's Office of Economic Development to get Heritage Tourism money for Haskell House repairs. We have asked the city for $48k. To get the funds the HH must become a “tourism destination”. Mary noted that a number of board members have agree to become HH docents.
Pamela Hill (CCDC auditor) presented the results of the CCDC's draft audit. Overall there were no surprises. The “auditors opinion” was that everything presented fairly and everything was in accordance with GAAP. There were several questions about how depreciation was calculated – based on rebuild cost (not fair market value) – depreciation is 40 years for the structure and 20 year for improvements. The auditor noted that the CCDC finance committee should review and document the monthly bank reconciliation statements monthly and approve everything. Auditor also made the following points: 1. Important that the CCDC adequately insure its properties; that it's extremely important that the board pay close attention to the CCDC's financial statements and the organization's overall operations in order to minimize risk; and that the CCDC needs to have a system in place to track by property, the organization's compliance with all loan and deed restrictions.
Mary presented information on the land use code. Lots of work will likely go into this; Aubrey, Mary, and some OWANA people working on a multi-layer map. We expect given the current position of the city council that getting it to change its proposed new land use code will be a challenge, but we are doing everything we can to prepare. Kathy Tovo’s office is organizing a District-wide meeting to educate residents about the proposed land use code, which is important because right now most people don't have a clue about it and the code is likely to have huge ramifications for them. Mary also noted that she has learned that: 1. the City of Austin has not connected with AISD at all regarding the land use code even though it will have a big impact on the AISD; 2. the City has given no consideration to date as to who will bear the cost of infrastructure upgrades; and 3. although there is a lot of concern that more multi-family housing will lead to more illegal STRs, the City has done nothing to plan for this eventuality. Mary is going to a screening on Monday for a movie about CodeNext.
Mary briefly discussed the ice cream social. Overall it went well and was very well-attended. Gregory won (again).
In “Other Business” - Mary got an email from the Elm Group (owns 24 Diner) – 24 Diner having a 10 year anniversary party; they originally planned to call it “Clarksville neighborhood party”. Mary successfully persuaded them to change the name.
No executive session
Actions taken via Electronic Vote:
· On August 1, 2019, the board voted to authorize Rose Gabriel to submit an application on behalf of the CCDC to the Austin Housing Finance Corporation for up to $175,000 for affordable housing bonds to construct a new CCDC house to be located at 1611 W. 10th. The action was approved unanimously.
· On August 13, 2019, the board voted to approve applying to Frost Bank for an unsecured line of credit in the amount of $50,000. The action was approved by more than the 2/3 majority required by the CCDC bylaws.
Both of these matters were time-sensitive and could not wait until the August meeting.
Minutes from August 15, 2019 CCDC Finance Committee Meeting
In attendance: BJ Friedman, Mary Reed, Rose Gabriel
1. Everyone reviewed the July financials. There were no corrections needed.
2. Rose noted that the CCDC’s income for the year to date was $11,525.00
3. Mary asked for an explanation of the Loan Costs line item under Other Assets on the balance sheet and mentioned that she had never seen that item before. Rose did not know what it was and said she would ask the auditor.
4. Rose also noted that the balance sheet looks a little different this month because of adjustments the auditor made.
5. Rose said that she thinks that once construction begins on the new single family home she can reduce the CCDC’s total contribution to less than what is on the application we submitted to the COA for affordable bond fund money. We have asked the city to give us $104,650. American Youth Works is contributing $20,000 and as of now, the CCDC is contributing $73,300.
6. BJ reviewed the July bank statement and compared invoices and receipts to checks written and debits made asking questions when she did not understand something.
7. Rose indicated that she is beginning work on the CCDC’s new operating budget and said that if we are awarded the bond fund money and the heritage tourism grant money, she will need to increase her hours.
8. She also noted that the amount of rent income we will be receiving is going to make things tight because the new tenants living in CCDC housing are not paying as much as the tenants they replaced. We will need to be very careful with our spending therefore.
9. BJ suggested that maybe we should consider a capital campaign to raise money for an endowment. Mary said that she knows a couple possible sources of assistance planning and managing such a campaign and will tap them in order to find out what’s involved.
10. All agreed that having a Line of Credit as well as access to the Home Base money will provide the CCDC with nice safety nets.
Minutes, July 16, 2019
Minutes for Clarksville CDC Monthly Meeting
July 16, 2019
6:30 p.m.
Haskell House
1703 Waterston
Board members present: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Mary Reed, and Gregory Tran
Others present: Rose Gabriel
1. A motion to approve the May 21, 2019 minutes was made by Paula and seconded by Aly. The May 21 minutes were approved.
A motion to approve the June 18, 2019 minutes was made by Malcolm and seconded by Aubrey. The motion was approved with corrections
a. Item 2 – BJ was not present at the meeting, so her name should be removed from reporting on finances.
b. Item 2 – the address of the make-ready residence should be corrected. 1007B Charlotte is the correct address.
c. Item 5 – The address should be corrected to 1611, not 1622 W 10th.
2. BJ made the finance committee report (see minutes below) and the finance report. Malcolm asked about Fun Fest expenses. A full Fun Fest report will be forthcoming listing all income and expenses. Rose provided a spreadsheet with expenses associated with the make-ready for 1007B Charlotte. It was a virtual gut.
3. Rose made the Property management report. All tenants are currently current with rent. Tenants vacated 1720A W 11th. The house was left in good condition. Rose will install a motion detection light at the corner of the house to dissuade trespassers. The new tenants, a single mother with 3 children, will occupy the house in September.
4. Mary spoke in lieu of Chris regarding a new appointee to the Tenant Selection Committee. Thomas Schiefer was nominated. He and his wife are the owners of the former Mary Baylor house and he is invested in the culture of Clarksville. His appointment for a 2 year term was approved unanimously.
5. Rose updated the Board on the CCDC house to be built at 1611 W 10th. A hip roof with dormers was added to the design. We are currently waiting on the survey to be completed and then the application for the COA funding will be completed by Rose and personnel from American Youthworks, with final approval by Mary before the August deadline. Rose has asked AYW about architect fees and has yet to receive a response.
6. Mary reported on the steps CCDC board members will take to prepare for the new land use code. She has received a map of the neighborhood that board members will use to indicate how the neighborhood has been developed and how it might be developed in the future to preserve as much single-family housing as possible. Aubrey and Brooke will develop a coding system to use in the mapping. The new code will supposedly be finalized in August, go before the planning commission and then to Council for first reading in October. Mary indicated there is the possibility of a lawsuit being filed by those opposed to the code after it is approved.
7. Mary reminded the board of the upcoming Ice Cream Social, to be held on Sunday, August 4, 3-5 p.m., at the Haskell House. Board member assignments will be forthcoming.
8. The meeting was adjourned at 7:14 PM.
9. The board met in executive session.
Action taken via Electronic Vote:
On July 9, 2019, the board voted to approve an expenditure not to exceed $4,000 to Holt Carson, Inc. for surveying services at the site of the proposed CCDC affordable housing unit to be located at 1611 W. 10th Street.
This matter was time-sensitive and could not wait until the July meeting.
Finance Committee Minutes – 7/16/19
Committee Members present: BJ Friedman, Mary Reed
Also Attending: Rose Gabriel
1. BJ reviewed monthly bank statement and reconciled the statement with receipts.
2. Mary and BJ reviewed financial summaries for Fun Fest and the make ready for 1007B Charlotte. In the future, Mary will ask board members to provide receipts for in-kind expenses so we can better document Fun Fest expenses.
3. Rose will provide the finance committee with QuikBooks breakdowns of income and expenses for major financial report items.
4. The auditor requested that we document that all properties are rented to comply with deed restrictions and other rent compliance requirements. BJ and Rose will work on this in the coming weeks.
5. Rose will ask Greg to assist her with determining current market values for our properties to make sure we have sufficient insurance coverage.
Minutes, June 18, 2019
Minutes from the June 18, 2019 Clarksville CDC Monthly Meeting
Board members present: Aubrey Carter, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Gregory Tran
Others present: Rose Gabriel, David Clauss (American YouthWorks/YouthBuild Austin)
1. There was not a quorum of board members who were also present at the May meeting, so the minutes from the May 21, 2019 monthly board meeting could not be approved. This item will appear on next month’s agenda
2. Rose presented the financial report. We showed a net loss of $6,902 in May. Expenses were high because of make-ready costs at 1007B Charlotte and A/C repairs at 1821B Waterston. As of May 31, our checking balance was $101.01, savings balance, $79,797.07. Family FunFest accounting will be available at the July meeting.
The Finance Committee did not meet.
3. Rose presented the property management report. All tenants are current on rent. Rent has been reduced on one unit due to a change in a tenant’s relationship status, increased on another due to an income change. The make-ready at 1007B Charlotte is complete and potential tenants are being evaluated.
4. On a motion by Aubrey, seconded by Paula, the following reappointments were made to the Tenant Selection Committee: Chris Thomas and Malcolm Greenstein, CCDC representatives; Pamela Jackson, tenant representative. Their terms will run until May 2021.
There is one vacancy on the TSC, the term of which also will run until May 2021. The spot must be filled by a community member. This appointment will be considered at the July board meeting.
5. The CCDC will be partnering with YouthBuild Austin, a program of American YouthWorks, to build the new CCDC house at 1611 W. 10th Street. David Claus, YouthBuild Austin, introduced himself to the Board and presented information about the organization. Students at American Youthworks spend half of their time in class, working toward their high school diploma or GED, and half of their time in 1 of 3 vocational tracks: construction, medical, or graphic design careers. They earn professional certifications and a training stipend. With good attendance, they earn approximately $200/week. Most participants are 16-24 years old, approximately 60% male/40% female. They encourage non-traditional roles, so men and women are in all tracts.
CCDC will be working with Casa Verde Builders (CVB), YouthBuild Austin’s construction career tract. Students will do much of the work, supervised by staff trainers. CVB have completed 94 homes in Austin. CVB homes are 4-5 star homes. Construction will take a little longer—David expects a year for completion of the project, but the benefits of the program are worth the extra time. CCDC will be saving money because we will not be paying for the labor. And an added benefit is the labor “costs” can be used as a grant match. YouthBuild has done a lot of work with Austin Housing Finance Corporation and have a good partnership. David is familiar with the AHFC application, and is confident that we will meet the August AHFC deadline. The City of Austin supports CCDC’s partnership with YouthBuild Austin.
David and Rose presented the board with design options. Of the options presented, the board preferred the one labeled “C-2.” The next step is the preparation of the geo-technical report.
6. Mary reported on a proposed project to be located at 1400 West Lynn. The project proposes a multi-unit, 3-story structure, with parking located below ground. The units with be small, with shared common space. If approved, it will replace a duplex that is a contributing structure in the West Line National Historic Register District. The developer recently presented plans to the OWANA membership, which did not support the project and voted against demolishing the existing duplex.
7. The annual Ice Cream Social will be held on Sunday, August 4, 3-5 p.m., at the Haskell House.
8. No Other Business was discussed.
9. The board met in Executive Session to discuss tenant issues.
Minutes, May 21, 2019
Minutes from the May 21,2019 Clarksville CDC Monthly Meeting
Board members in attendance: Aly Byatt, BJ Friedman, Malcolm Greenstein, Kim O’Brien, Mary Reed, Chris Thomas, and Gregory Tran
1. On a motion by Malcolm, seconded by Aly, the minutes from the April 16, 2019 annual meeting were approved. On a motion by Malcolm, seconded by BJ, the of minutes from the April 16, 2019 monthly meeting were approved.
2. BJ presented the monthly financial reports and finance committee report. In April, we showed a net gain of $2,247.48. Our checking balance as of 4/30/19 was $7,871; savings balance was $80,937. Make-ready expenses at 1007A Charlotte are high and will likely require a budget amendment.
3. All tenants are current on rent, save one, who is current on their payment plan. 1007A Charlotte is currently vacant. A substantial make ready is underway: bathroom demo, paint, porch modification. The until will be ready to rent in July. The only other major repair item was related to the A/C unit at 1009B Charlotte.
4. On a motion by Malcolm, seconded by Gregory, the following officers were elected. They will serve until May 2020.
President: Mary Reed
Vice-President: Chris Thomas
Treasurer: BJ Friedman
Secretary: Kim O’Brien
5. Appointments to the Tenant Selection Committee were postponed until the June meeting.
6. Adam Greenfield, Streets for All, presented information regarding a new City program which allows residents to close their street to traffic for a block party. The City created a block party permit last year. Adam’s job is to spread awareness of program. He will meet with groups to help organize block parties. The process is relatively straightforward: the permit fee is $50; application must be submitted at least 10 days in advance. There is a guide for organizing. Adam recommends 2-3 months lead time. He is anticipating a high demand for National Night Out, but any occasion is good for a block party. 80% of residents of the block must agree in order for a permit to be issued. Additional information can be found at www.austintexas.gov/blockparty or by contacting Adam at austinblockparties@gmail.com or 415-731-1139.
7. Mary reported that representatives with the City’s Affordable Housing Bonds program are enthusiastic about our collaboration with American YouthWorks in the planning and construction of the CCDC house to be located at 1622 W. 10th Street. We will be able to leverage our match through the participation of their student workforce. A topographic study is being done—there is at least one heritage tree on the property. Our plan is to apply for bond funds in August;
8. The Clarksville Family Fun Fest, held May 19, 2019, was a big success. The weather was good and turnout was great. The board thanked all of our underwriters, with a particular shout-out to Cover 3 whose employees were at the fishing pond throughout the Fun Fest handing out swag. Too soon to know how much money was raised.
9. No Other Business was discussed.
10. The board met in Executive Session to discuss a tenant matter.
Action taken via Electronic Vote:
On April 25, 2019, the board voted to approve an expenditure of $5,000 to American YouthWorks/Austin toward the cost of architectural plans, structural plans, topographical survey, and other items needed to move forward with construction of a new CCDC affordable housing unit to be located at 1611 W. 10th Street.
This matter was time-sensitive and could not wait until the May meeting.
Finance Committee Meeting, May 20, 2019
BJ Friedman, Mary Reed, and Kim O’Brien met. Rose Gabriel was ill, but was available via telephone to answer questions.
Items discussed:
· Make ready of 1007A Charlotte: very extensive and expensive. (complete bathroom rebuild, complete interior painting, front porch alteration.) Rose anticipates a budget amendment will be needed to cover these expenses.
· Needed repairs to the Haskell House: Rose to contact the City because repairs should be their responsibility. The possibility of grant funds was discussed.
· New house at 1622 W. 10th: City has approved of our collaboration with Austin Youthworks. The project may take a bit longer, but costs should be lower.
Minutes, Annual Meeting, April 16,2019
Minutes from the April 16, 2019 Clarksville CDC Annual Meeting
Board Members present: Aly Byatt, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas
Others present: Rose Gabriel, Mollie Smith, Michael Smith
1. Mary Reed, CCDC President, presented the “State of the CCDC” Annual Report. It appears at the end of these minutes.
2. BJ Friedman, CCDC Treasurer, presented a report on the CCDC’s Finances. It appears at the end of these minutes.
3. Rose Gabriel, CCDC Property Manager, presented a report on the CCDC’s housing program. It appears at the end of these minutes.
4. Kim O’Brien, acting as the Election Administrator, announced the results of the Board of Directors election. With 19 members voting—14 absentee, 5 in person, 17% membership turnout—Aly Byatt, Aubrey Carter, BJ Friedman, and Gregory Tran were elected to serve 2-year terms.
State of the CCDC, Mary Reed:
When I think about how to characterize the months since out last annual meeting, what comes to mind is that they were filled with some big highs and lows. I’ll start with the lows and actually I am only going to talk about two, the two that were the most significant in my opinion. One of them is – you guessed it -- the Clarksville Buaas-Martin LHD.
Our efforts to create an LHD began on a hopeful note, but things quickly became difficult, despite all of our time, energy and money. As a recap, we spent months providing property owners in the proposed LHD with the education and information that the City, the HLC and the Council expect us to provide. We had a web site designed; planned and hosted a very successful walking tour of the Buaas-Martin area; helped organize an initial City-sponsored LHD information event at St. Luke Church; participated in a LHD board training; finalized the required draft LHD documents, including the design standards; drafted and redrafted numerous informational materials that were handed out door-to-door and mailed to property owners who don’t reside in the LHD area; and we hosted 7 not-always-easy house parties. What happens next is up in the air. The issue is on today’s regular meeting agenda.
Our efforts to save 1002 Charlotte represent the other big low. As a reminder, 1002 Charlotte Street was a sweet, historically-contributing Clarksville home that needed work, but was not in terrible shape. However, the new owners -- a group of investors -- were determined to replace it with a Gothic-style house, which was completely out-of- character for Clarksville and for all of Old West Austin for that matter.
Dealing with Priscilla Glover, who was the front person for the investors, was difficult and frustrating. She refused to even consider alternatives to a demolition; ignored the drawings Aubrey created illustrating ideas for how the house could be enlarged; refused to give the CCDC sufficient time to move the house; mostly ignored my emails; caused those of us who were trying to save the house to sit at HLC meetings until late in the evening not knowing that she hadn’t bothered to show up; and then later when she finally did attend a HLC meeting, she shocked us by referring to 1002 Charlotte as a “shack.”
Adding insult to injury, Glover also ignored all of my requests that she agree in writing to follow the EPA-recommended guidelines for demolishing an old house with lead paint and then she ignored my requests for a heads-up regarding the date of the demolition so that I could let the parents of young children in the area know because many of them wanted to help protect their kids from the toxic lead dust by taking them out of the neighborhood when it happened. In the end, the demolition took place at the worst possible time – when school was getting out.
The Charlotte Street saga illustrated the importance of a LHD by highlighting just how little power the HLC and a neighborhood have when the owner of a historically contributing house is determined to tear it down and does not care if what they plan to build in its place is in any way compatible with the historic character of that neighborhood.
On the high side, our events were terrific. For example, our FF was a big success and was much less labor-intensive than in years past because we opted for a food truck rather than selling and serving our own food and because we eliminated the big kids bounce house. We saw lots of new faces at our summer ice cream social and ate some yummy ice cream, and we injected new energy into the Christmas party we hosted with OWANA by combining old activities like visits with Santa and caroling, with new ones that appealed to young families, like fake snow and a crafts table. As a result, we had a much larger crowd that we have had in recent years. We also substituted tamales and queso for churros, which turned out to be a very popular decision because we ran out of food within the event’s first hour.
And last October, the CCDC celebrated its 40th anniversary with a super fun party at the Haskell House. The Salt Lick did a great job catering the event; we could not have asked for better music than what Leanne Atherton and her talented band members provided; and there was plenty of cake. It was definitely a feel-good party.
The fact that we finally got the go-ahead from the City to build a new affordable single family home on the vacant lot on West 10th was definitely a positive too. However, it “only” took 5 years for that to happen. So much for the City’s commitment to increasing the amount of affordable housing in Austin’s neighborhoods. But kudos to Councilmember Tovo’s staff for helping us keep the pressure on staff.
And finally, our finances remain solid as does our affordable housing program. You’ll hear more about both when BJ and Rose speak.
Treasurer’s Report, BJ Friedman
Fiscal year is Oct-Sept
We own 9 properties, housing 16 tenant units and manage the Haskell House and Pauline Brown Community Center
We didn’t project our annual budget too well - $12,524 over budget.
Lower rental income – renting to tenants with greater needs
Overestimated Fun Fest income
Insurance costs are higher than expected (new unit)
Almost $23,000 over for repairs to properties
Almost $3000 over for taxes (accounting issue)
Almost $4500 over for utilities (new unit)
Tree and landscape maintenance
Balanced out somewhat with lower costs in other areas
No haunted house event
Lower FF expense
Lower maintenance/supplies for HH
Less for pest control
Less for printing
Compared to previous 4 years – pretty typical except 2017-18 was an anomaly
Income is down slightly – more tenant turnover than seen in the past
Utilities and maintenance are higher
Also our biennial audit is occurring currently, so some of these numbers may change – depreciation and payroll tax expense that should have been in 2017-18
Housing Report, Rose Gabriel
· Building Improvements
1807 West 11th
Did wood repair and painted exterior
1821 A Waterston
New AC
1011 A Charlotte
New interior paint and bathroom repairs
1009A Charlotte
New interior paint
1708 B West 10th
New interior paint, steps painted and skid tape
· Had four new families move during fiscal year resulting in higher than budgeted repair, supplies and utility expenses for make ready
· Financials
Net loss for the year was $-12,523
Minutes, Monthly Meeting, April 16,2019
Minutes from the April 16, 2019 Clarksville CDC Monthly Meeting
Board Members present: Aly Byatt, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas
Others present: Rose Gabriel, Mollie Smith, Michael Smith
1. On a motion by Malcolm, seconded by BJ, the minutes from the February 15, 2019 monthly board meeting were approved.
Note: Due to the absence of the presiding officers, no monthly board meeting was held; therefore, there are no March minutes.
2. BJ and Rose presented the financial reports for February and March. We showed a net gain of $7,141.16. The checking balance, as of 3/31/19, was $11,528, the savings balance, $80,936. Income includes $100 in donations collected at the holiday event, and a number of t-shirts purchased by a member of the Haskell family.
3. Rose reported that all tenants are either current on rent, or current on their payment plans. One unit is currently vacant, and the make-ready has been substantial. The vacant unit is a 3-1, expected to be available by 5/15. A couple of possible tenants have already been approved, including a Casa Marianela family.
4. Kim reported that the annual Membership Drive netted 5 new members. Total membership is at 110.
5. The Board discussed the Clarksville Buaas-Martin LHD effort. Proposed options for going forwarded included: assessing support by going door-to-door; holding another community meeting, to include people who live in LHDs; putting the LHD to a vote; ending the process.
After much discussion the board voted to end the process. The motion was made by Chris, seconded by BJ.
A letter will be drafted and delivered to all residents of the proposed LHD. Copies will be mailed to property owners living elsewhere. (Note: A copy of the letter appears at the end of these minutes.)
6. Mary reported that plans for the 11th Annual Clarksville Family Fun Fest, scheduled for May 19, 1-5 p.m. at the Clarksville Pauline Brown Neighborhood Center, are progressing well. Mary has secured underwriters for all of the activities except for the Photo Booth. Members of the board, along with Mollie Smith for Minor Wilson, made pledges to cover the cost of the Photo Booth. aMary reported that there will be some great items in the Silent Auction, with lots of new donors contributing goods and services.
7. No Other Business was discussed.
8. The board met in Executive Session to discuss a tenant matter.
Text of letter delivered to all residents and property owners of the proposed Clarksville Buaas-Martin LHD:
Dear Neighbor:
When the Clarksville Community Development Corporation (CCDC) was founded in 1978 following years of racist government efforts to destroy Clarksville and benign developer attempts to exploit it, the CCDC’s goal was not only to provide low and moderate income housing, but to maintain and preserve the character and history of the historic neighborhood. Because more of the neighborhood’s historically contributing homes were being demolished or remodeled out of character and because contributing homes in the adjacent Buaas-Martin neighborhood were also under threat, the CCDC Board decided that the best way to preserve the historic nature of these areas was to propose the creation of the Clarksville Buaas-Martin local historic district (LHD).
Prior to doing so, the CCDC met with City officials who were knowledgeable of the LHD process and spoke to numerous people whose neighborhoods had approved LHDs. Also, once the Clarksville Buaas-Martin LHD process began, the LHD was discussed at several open CCDC meetings and subsequently, at a well-publicized public meeting. In addition, several CCDC board members opened their homes to provide neighbors with opportunities to discuss the LHD and get their questions answered. It soon became clear however, that the Clarksville Buaas-Martin LHD was unpopular and divisive.
The CCDC Board continues to believe that the historic character of the Clarksville Buaas-Martin areas is worth preserving. However, in light of the fact that for the past 41 years, community-building has been a key mission of the CCDC, it is with great regret that we have decided to end our LHD initiative. We remain committed to continuing all of the CCDC’s activities -- providing affordable housing, hosting neighborhood events throughout the year, and working to preserve our neighborhood’s history.
Sincerely,
The Clarksville Community Development Corporation Board of Directors
Minutes, February 19, 2019
Minutes from the February 19, 2019 Clarksville CDC Monthly Meeting
Board members present: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, and Chris Thomas
1. On a motion by Aubrey, seconded by Malcolm, the minutes from the January 15, 2019 monthly board meeting were adopted with corrections. (Minutes posted at http://www.clarksvillecdc.org/ reflect corrections.)
2. Due to Rose’s illness, BJ presented the Financial Report. We showed a net loss of $813 in January, due primarily to a SNAFU related to switching to auto-pay for utility payments. As of January 31, our checking balance was $.01, savings balance $80,772. Money ($12,000) has been transferred from savings to checking. On a motion by Malcolm, seconded by Aubrey, the Financial Report was approved.
Notes from the Finance Committee meeting are at the end of these minutes.
3. According to Rose’s property management report, all tenants but one are current. Tenant in arrears is on a payment plan and will be current by April. One tenant is moving. A 3-1 until will be available April 1, 2019.
4. To date, 5 of 7 Clarksville Buaas-Martin LHD informational house parties have been held. The house parties have led to much discussion of the LHD, both negative and positive. The board’s discussion centered on the best way to convey information regarding issues and questions raised at the house parties. Notes from each house party will be posted on the LHD website: https://clarksvillebuaasmartinlhd.org/notes-from-lhd-house-parties. Additionally, the board wants to create a Frequently Asked Questions document that can be distributed door-to-door, as well as mailed to property owners who do not live in the proposed LHD area.
5. Mary Reed was unable to attend the meeting, but shared information via Chris regarding 1002 Charlotte, a Clarksville NRHD contributing house. The demo permit was released February 4, 2019. To date, the owner has not responded to emails asking for specific information regarding the timeline for demolition we need in order to notify nearby CCDC tenants so that they can minimize their children’s exposure to toxic lead dust that will be released.
6. Kim reported that the annual membership drive will take place in mid-March. Information regarding membership will be posted on the website, neighborhood bulletin boards, and delivered door-to-door. While all CCDC activities are open to everyone, membership is required in order to vote in the Board of Directors election, as well as to serve on the Board.
The election will take place on April 16, 2019, prior to the Annual Meeting that will begin at 6:30. Four positions are up for election this year. Currently serving in those positions are Aly Byatt, Aubrey Carter, BJ Friedman, and Gregory Tran.
7. The Clarksville Family Fun Fest will take place on May 19, 2019, 1-5 p.m., at the Pauline Brown Clarksville Neighborhood Center. The music lineup is nearly in place, including a new children’s entertainer, Mr. Will. Children’s activities will include face painting, petting zoo, climbing wall, a photo booth, and a bouncy house for the little kids. New this year: a “fishing” pond and a no-charge crafts table. Taco Flats will be selling food. And of course, a dynamite silent auction. Volunteers will be needed.
8. Under Other Business, it was reported that there’s a new lock at the Haskell House, along with new lighting.
9. The Board did not meet in Executive Session.
Notice of action taken by electronic vote:
On January 29 and 31, 2019, the board took action on two tenant matters: one regarding possible adjustment to a rent increase schedule; the other, waiving of late fees due to federal government shut-down.
The Finance Committee met on February 19, 2019, prior to the Board meeting.
Present: BJ Friedman, Kim O’Brien.
Rose was ill but provided answers via telephone.
January 2019 expenses were discussed, including
· The monthly net loss of a $813.85 was due to the scheduling of Utility payments due to a switch to auto-payment, and a tenant who is behind in rent (note: tenant is on a payment schedule and will be current by April.)
· The Income “refund” line item on the Profit & Loss statement is due to security lighting purchased for the Haskell House that was returned. (Cost is reflected in Expense HH Maintenance & Supplies.)
· $12K has been transferred from savings to checking to increase the .01 balance
Minutes, January 15, 2019
Minutes from the January 15, 2019 Clarksville CDC Monthly Meeting
Board Members present: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas
Others present: Rose Gabriel
1. On a motion by Chris, seconded by Malcolm, the minutes from the November 20, 2018 monthly board meeting were approved.
2. BJ and Rose presented the financial reports from November and December 2018. November showed a net gain of $3,907, with a checking balance on November 30 of $20,667, savings balance of $51,237; December, a net gain of $1,807, with a checking balance on December 30 of $5,762, savings balance of $76,999.
Expenses from the holiday event were higher than in years past because we invested in some supplies/decorations that can be used multiple times. OWANA will contribute $100 toward the cost of the event. Rents were down a bit, but tenants who are behind are on payment plans and are catching up. Utilities were higher because a switch to e-billing led to a delay in billing/payment. On a motion by Malcolm, seconded by Kim, the November & December financial reports were approved.
Notes from the Finance Committee are at the end of these minutes.
3. Rose presented the property management report. Approximately half of our tenants are paying rent through Venmo which is improving the facility of rent collection. All but 2 tenants are up to date—payment plans are in effect. There were few repairs in November & December.
After meeting in Executive Session to discuss specific tenant matters, the board voted to instigate the eviction process for one household and agreed to extend a lease for another to coincide with the end of the 2019-2020 school year (when their child will finish at the neighborhood school.)
4. Mary reported that the schedule for Clarksville Buaas-Martin LHD informational house parties has been set. They will run from late January through the end of February. Property owners who live in existing LHDs are scheduled to attend each one. A binder has been prepared that contains neighborhood photos of remodels/renovations/add-ons that would be allowed under draft LHD design standards. It will be at all house parties.
5. Mary reported that the demolition of 1002 Charlotte will proceed. The homeowner is not interested in the CCDC moving the house to 1611 W. 10th (CCDC land leased from the City of Austin.) The date for releasing the demo permit is not known, but CCDC tenants who live in the cul-de-sac want to know when it will happen so that they can take necessary precautions for their children. The homeowner was agreeable to our moving the house, but set an unrealistic deadline for our making that happen. When we were unable to meet the deadline, she would not extend it.
6. Paula reported that the CCDC/OWANA Holiday Party, held December 15, 2018, was a big success. More people attended than in the past. The kid’s crafts & snow machines changed the event from a quiet caroling event to a party. And the tamales and queso were very popular, as were Santa & Mrs. Claus. This year the caroling was limited to 2 houses—Pumpkin Brown’s and Willis Littlefield’s. Some carolers would have liked to make more stops.
7. The first planning meeting for the 2019 Clarksville Family Fun Fest is scheduled for the end of January. Let Mary know if you have any ideas.
8. No Other Business was discussed
9. The board met in Executive Session to discuss two tenant-related issues.
The Finance Committee met prior to the Board meeting.
Present: BJ Friedman, Mary Reed, Kim O’Brien, Rose Gabriel.
November and December 2018 expenses were discussed, including expenses related to the Holiday Party, an LHD expense for rent (payment to St. Lukes Church for the 11/8/18 community meeting with City Historic Preservation representatives.)
Prior to the meeting, Rose and BJ met to orient BJ in her new role as CCDC Treasurer, reviewing finances, process, etc. It was a productive meeting for both of them.
Rose reported the following:
· She is beginning to store financial documents on Google docs
· She is planning to will purchase a fireproof box to store our deeds
· It’s time to start the process for our bi-annual audit
· We will be building a new house at 1611 W. 10th Street. We need to start plans, surveys, architect fees, etc. She asked for $10,000 to be set aside in order to get started. The money will eventually be reimbursed—either through funds from the Austin Housing Finance Corporation (City’s affordable housing bonds) if we are successful in receiving funds, or from HomeBase (funds remaining from OWANA’s affordable housing money.) AHFC previously funded 80% of costs, but now only will fund up to 50%--although this may change as they develop new processes. May 1st is the first funding period we will be able to apply for.
Minutes, November 20, 2018
Minutes from the November 20, 2018 Clarksville CDC Monthly Meeting
Board members present: Aly Byatt, BJ Friedman, Malcolm Greenstein, Kim O’Brien, Mary Reed, Chris Thomas
Others present: Rose Gabriel
1. On a motion by Malcolm, seconded by BJ, the minutes from the October 16, 2018 monthly board meeting were approved with changes. These changes are reflected in the official copy, as well as the copy posted on the CCDC website.
2. We showed a net financial gain of $3,190 in October. As of the end of that month, the CCDC had $14,904 available in our checking account, and $51,237 in savings.
3. All tenants but 1 are current on rent. The one who is not is on a payment plan to get current. After meeting in Executive Session the board decided on a rent increase for a tenant whose income verification warranted it. Said tenant’s lease was renewed for six-months. Any lease extension will require income verification.
4. The Board welcomed Aly Byatt to the CCDC Board of Directors. Aly was appointed in October to fill the vacancy left by Teri Taylor’s resignation. Her term will run until April 2019. Aly has hit the ground running—already having attended 2 public meetings and the CCDC’s 40th Birthday Party.
5. The Board discussed the recent COA-sponsored Local Historic District information session for property owners, held November 8 at St. Luke Church, and discussed next steps. Mary reported that she has had some meetings with some of the people who raised questions at the meeting to share information. The meetings have been productive and polite. As a result of the information session, Mary is drafting some fact sheets to included information on what an LHD is and isn’t, what it does and doesn’t do. And she’s taken photos of houses in the area—new construction—that would be allowable, to provide concrete examples. These will be shared at the house parties that will be held in 2019.
6. The board discussed 1002 Charlotte, a contributing property. The new owner is seeking approval from the Historic Landmark Commission to demolish the house. As a possibility for saving the house, Mary and Rose are in the process of determining if the structure can be moved to the City property on W. 10th slated for construction of a CCDC home.
7. The CCDC 40th Birthday Party, held October 28 at the Haskell House, was a huge success, a fantastic celebration. Everyone enjoyed the fellowship, the BBQ, and Leanne Atherton’s music. And sponsorships covered the cost of the party.
8. The CCDC/OWANA Holiday Party will be held on Saturday, December 15. There will be crafts for kids, beginning at 5. Santa & Mrs. Claus are scheduled to arrive at 5:30. Neighborhood caroling, led by Francis Barton, will start at 6. Food this year will be tamales and hot chocolate from Zocolo and sweets from Nightcap.
9. Other Business: There will be no board meeting in December. Next meeting: Tuesday, January 15, 2019.
10. The Board met in Executive Session to discuss a tenant issue.
Minutes, October 16, 2018
Minutes from the October 16, 2018 CCDC Monthly Board Meeting
Board Members Present: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Mary Reed, Kim O’Brien, Chris Thomas, Gregory Tran
Others Present: Aly Byatt, Tracey Rose
1. On a motion by BJ, seconded by Chris, the minutes from the August 21, 2018 monthly board meeting (recorded by Chris) were approved. On a motion by Aubrey, seconded by Paula, the minutes from the September 18, 2018 monthly board meeting (recorded by Paula) were approved.
2. As of September 30, 2018, we had $9200 in our checking balance, $51,000 in saving. Donations are coming in for the 40th birthday party which should cover the costs. Also, we raised $1000 on the “auction” of 4 ACL 3-day passes, donated to the CCDC by C3 Productions, via OWANA. Monthly expenses included picnic table repairs at the Haskell House. HH. The City had planned to either replace the Haskell House roof, or replace shingles prior to the 40th Birthday Party, but rain is causing a delay.
3. Per the property management report, two tenants are behind on rent, but are on payment plans to bring them up to date.
4. There currently is a vacancy on the CCDC Board of Directors due to Teri Taylor’s resignation. Mary reported that an email was sent to all current members regarding the vacancy. Although a number of people expressed some interest, only one followed through and will be interviewed tonight in Executive Session.
Following the Executive Session, on a motion by Gregory, seconded by Chris, the Board unanimously approved the appointment of Aly Byatt to fill the vacancy on the Board. Aly will serve until April 2019.
5. Mary reminded the Board of the City staff briefing on the Local Historic District process to be held October 17, 6:30 p.m.at the Haskell House.
6. Mary reminded the Board about the COA-sponsored LHD information session for property owners to be held on November 8, 7 p.m., at St. Luke Church.
7. Mary gave a report on plans for the CCDC’s 40th Birthday Party, to be held October 28, 3-5 p.m. at the Haskell House. BJ has created an evite, sent to special friends of the CCDC. Flyers inviting all neighbors have been delivered door-to-door, along with emails sent to the neighborhood, OWANA, and others. Tents will be set up for the band and the catering. Lee Ann Atherton will play. There will be cake, decorations, and (short) speeches—Mary, Malcolm, and John Henneberger.
8. Mary gave an update on 1002 Charlotte. For the second time, the owner didn’t show at the Historic Landmark Commission hearing regarding demolition of the structure, a contributing structure to the Clarksville NHRD, but not historic on its own merits, so it has no protection from demolition. Another hearing will take place. An issue of concern regarding the house: lead dust that will occur with demolition—there are 10 young children living in the cul-de-sac. Will the owner take this into account should the house be demolished?
Mary has reached out to the owner to discuss options—so far, without success. One option the CCDC would like to discuss: should the demolition permit be approved, can the house be moved and serve as CCDC housing? Rose Gabriel, CCDC property manager, will conduct research to see if this is a viable option.
9. Other Business:
Paula reported that she has turned in an application to the community parks program for improvements to the Mary Baylor Clarksville Park. She included an arbor by the splashpad, repainting of the basketball lines, and planting a tree by the bathhouse, assuming it won’t interfere with the pipes.
Mary shared information from NextDoor about a 30-year old aggressive husky, white male, with possible mental health issues who’s reported to have confronted women at 9th and Blanco, 12th and Lorraine, other places in neighborhood, and at CVS (according to one or our tenants.) Police advise to call 911 if seen or threatened.
10. The board met in Executive Session to discuss filling the vacancy on the Board created by Teri Taylor’s resignation.
Action taken via Electronic Vote:
Due to a lack of quorum at the September meeting, electronic votes were taken on the following items. These matters were time-sensitive and could not be postponed until the October meeting.
· On September 21, 2018, the board voted unanimously to approve the proposed FY 2018-19 Budget.
· On September 22, 2018, on a motion by BJ Friedman, seconded by Paula Hern, Gregory Tran was unanimously appointed to a vacancy on the Tenant Selection Committee. He fills a board member slot on the TSC vacated by the resignation of Teri Taylor from the CCDC Board. His term runs through May 2020.
· On September 23, 2018, on a motion by Kim O’Brien, seconded by Aubrey Carter, BJ Friedman was unanimously elected to fill the vacant Treasurer position vote. She replaces Teri Taylor. Her term runs through May 2019.