Special Meeting minutes, June 20, 2023

Minutes from the June 20, 2023 Special Meeting of the Clarksville CDC Board of Directors

The meeting was held outside the Haskell House.

Board members present: Aubrey Carter, BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Mary Reed, Thomas Schiefer, and Gregory Tran.

Others Present: Mary Arnold, Hadley Hughes, Brad Prak, Katie Van Dyk, and Michael Willard.

1.     Discussion and vote on the sale of 1807 W. 11th Street.

The board made it clear that they are not taking the option of selling this property lightly. The CCDC needs a substantial amount of money to do all of the needed repairs on its aging properties, and to build a budget reserve. Until contractors can get into the properties and make assessments, the exact figure is not known, but is estimated to be as high as $1 million.

Mary reported that John Henneberger, neighborhood resident and founder of Texas Housers, responded to the Special Meeting flyer, hoping to assist in finding funding that would negate the need for selling 1807 W. 11th Street. Mary, BJ, and Kim have had two meetings with John and Karen Paup (also with Texas Housers) to discuss needs and potential funding sources. Melissa Beeler, Senior Policy Analyst in Council Member Qadri’s office attended the second meeting, and afterward toured CCDC properties. Information is being gathered to pursue these options.

Additionally, suggestions were made to pursue individual donors and to contact Congressmen Casar or Doggett to see if there was assistance they could provide.

In response to questions as to why the board would vote to sell the house when there were still options to pursue, the board responded that their intent was to not sell the property until all other options had been pursued. A motion to postpone a vote on the sale for 1 month failed 5-3.

After much discussion the board unanimously approved the following motion: Authorize CCDC President Mary Reed and her designees to explore the sale of 1807 W. 11th Street, with a decision deadline set for December 31, 2023.

2.     Discussion and vote on drawing down on the existing Line of Credit.

On a motion by Kim, seconded by BJ, the board unanimously approved drawing down on the CCDC’s existing $50,000 line of credit to cover the costs of needed repairs.

3.     Discussion and vote on securing a home equity loan.

On a motion by Gregory, seconded by Thomas, the board unanimously voted to apply for additional financing options to cover the costs of needed repairs.

4.     The Board did not meet in Executive Session.    

Minutes, May 16, 2023

Minutes from Clarksville CDC Monthly Meeting, May 16, 2023

The meeting was held outside the Haskell House. 

Board members present: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, and Gregory Tran.

Others present: Brad Prak, Prak Property Management

1. On a motion by Paula, seconded by Aubrey the minutes from the April 18, 2023 Annual Meeting were approved. On a motion by Paula, seconded by Aubrey, the minutes from the April 18, 2023 monthly meeting were approved with corrections. Corrections are noted in the official copy of the minutes.    

2. Brad presented the monthly financial reports, along with a year-to-date report. The board liked having the year-to-date information.

There were no unusual expenses last month. The OWANA-funded projects have been completed with a small amount remaining. He noted that next month will be a 3-payroll month, a reminder that expenses will be higher.

3. Monthly property reports:

a. Brad reported that there were no significant issues at CCDC properties this month.

b. Kim reported that the driveway at 1611 W. 10th Street is still in permit limbo. She has reached out to Councilmember Qadri’s office to see if they can offer any help. When the permit is issued, AYW anticipates the house can be completed in 3 weeks.     

4. On a motion by Malcolm, seconded by Aubrey, the board approved the election of the following officers: Mary Reed, President; Chris Thomas, Vice-President; Kim O’Brien, Secretary; BJ Friedman, Treasurer. They will serve until May 2024.

5.  The discussion of long-term financial needs took place in Executive Session.

6. Under Other Business, the Board discussed whether to continue to replace dishwashers (in the units that have them) when they require replacement. After a spirited discussion, which including the benefits of increased cabinet space v. resource conversation, the board agreed to continue to replace them.

7. The board met in Executive Session.

Action taken via Electronic Vote:

On May 12, 2023, the board approved an income qualification for a CCDC property. This matter was time-sensitive and could not wait until the May meeting.

On May 12, 2023, the board approved the renewal of our insurance policies. This matter was time-sensitive and could not wait until the May meeting.

Monthly Meeting Minutes, April 18, 2023

Minutes from the April 18, 2023 Clarksville CDC Monthly Meeting

The meeting was held outside the Haskell House.

Board members present: BJ Friedman, Paula Hern, Kim O’Brien, Mary Reed, Thomas Schiefer, Chris Thomas, and Gregory Tran.

Others present: Brad Prak, Prak Property Management (PPM)

1.     On a motion by BJ, seconded by Paula, the minutes from the March 21, 2023 monthly board meeting were approved with 2 corrections. Corrections have been made.

2.     Brad Prak, Prak Property Management, presented the monthly financial report. Roofing repairs were completed at 1720 W. 11th.  This is the last of the 4 roofs for which we made an insurance claim. (Repairs/replacements were made with the insurance payment supplemented by CCDC operating funds.) Brad reported that the annual 990 has been completed. The Board appreciated the Year-to-Date Profit & Loss statement that is now being shared.

Minutes from the April 13 Finance & Operations Committee meeting appear at the end of these minutes.

3.     Monthly property reports:

a.     Brad Prak, PPM, reported on CCDC properties. Tenants are all current. 1011 B Charlotte is currently vacant—tenant moved into a Habitat for Humanity home. In response to a question, Brad stated that we are open to taking tenants with housing authority vouchers, but no one has come in with one.

b.     Kim reported that interior work at 1611 W. 10th Street is 97% complete. The only remaining interior items are counter top installations, and final work on installing the water heater. These items will be completed as soon as the front steps are complete. The driveway work is being held up due to a permit issue. A new permit can’t be issued until the previous one has been withdrawn. This is in process, but no indication on how long this will take. We hope to have the driveway complete by the end of May. We are pursuing reimbursement from the previous concrete contractor through his insurance. American YouthWorks is dealing with his insurance company.

4.     Mary reported that the first “Clarksville Conversations: Sundays at the Haskell House” event went over well. Jessica Gilzow, from Austin Parks & Recreation, shared information on planting pollinator gardens. Two dozen people were in attendance. The next Clarksville Conversation will take place on June 25, with Representative Gina Hinojosa giving a wrap-up of the current legislative session.

5.     Mary reminded the board that the Ice Cream Social will take place on April 30, 1-3 p.m. at the Haskell House. There will be a competition, with a new (unannounced) twist.

6.     Mary reported that work on the new and improved CCDC website continues. She and Kim are meeting this week to discuss final tweaks. Afterward, they will meet with web designer Abigail to review the final project. Hope is that it will be up and running by the end of the month. Brad asked for a link to PPM’s website for CCDC housing information. He will send the link to Mary.

7.     No Other Business was discussed.

8.     The board did not meet in Executive Session.

Action taken via Electronic Vote:

On March 24, 2023, the board voted to support the proposed plans for 1812 11th Street. Mary will send a letter to the Historic Landmark Commission at the appropriate time. The matter was time-sensitive and could not wait until the April meeting.

Minutes From Finance & Operations Committee Meeting on April 13, 2023

1. BJ Friedman reported that there was nothing of note in the March financials other than the fact that the CCDC ended the month in the black because of the Amplify Austin donations and the fact that there were not a lot of repair expenses that month.

2. Mary reported that the concrete driveway and front steps 1611 West 10th was still not poured and that to date, American Youth Works has gotten one bid for the concrete work. They have decided to handle the steps themselves but the driveway is too big a job for them to tackle. Now we are looking at a May move in date. Sigh.

3. Mary broached the idea of engaging a facilitator to help the board decide how it will raise the money the CCDC needs should the board be unable to reach a decision at its May meeting. Mark Rogers might be a good option if we decide we need one.

4. Work continues on the CCDC’s new website. Hopefully it will be finished by the end of the month.

Annual Meeting Minutes, April 18, 2023

Minutes from the April 18, 2023 Clarksville CDC Annual Meeting

The meeting was held outside the Haskell House.

Board members present: BJ Friedman, Paula Hern, Kim O’Brien, Mary Reed, Thomas Schiefer, and Chris Thomas

Others present: Brad Prak, Prak Property Management (PPM)

1.              Mary Reed, CCDC Board President, presented the annual “State of the CCDC” Annual Report.

Note: Mary’s report is not included here, but will be added to the website copy.

2.              BJ Friedman, CCDC Board Treasurer, presented the annual financial report.

Note: BJ’s report is not included here, but will be added to the website copy.

3.              Brad Prak, Prak Property Management, presented the annual housing report. Rents were reviewed and rent increases were instituted where appropriate, bringing in approximately $5,000 more in income each month. All but two tenants are paying their rent through PPM’s portal. PPM is staying on track for all general services calls. There is still catching up to do on bigger maintenance. Great progress has been made on CCDC’s accounting system. There was some turn-over this year, but not much.

4.              Kim O’Brien, acting as Election Administrator, announced the Board of Directors elections results. Aubrey Carter, BJ Friedman, Thomas Schiefer, and Gregory Tran were elected to serve 2-year terms on the CCDC Board of Directors. 17 Members voted (compared to 18 last year,) a 17% voter turnout.

Minutes, March 21, 2023

Minutes from the March 21, 2023 Clarksville CDC Monthly Meeting

The meeting took place at the Haskell House.

Board Members Present: BJ Friedman, Malcom Greenstein (via Zoom,) Paula Hern, Kim O’Brien, Mary Reed, Thomas Schiefer

1. On a motion by Paula, seconded by BJ, the minutes from the January 17, 2023 monthly board meeting were approved with the correction that the roofing price quoted included gutters and downspouts. (Note: the Board did not meet in February.)

2. Brad Prak, Prak Property Management, was on a well-deserved vacation. In his absence, BJ presented the monthly financial reports. The big news was the receipt of an anonymous $50,000 donation. Driveway and sidewalk repairs were done at 1729 W. 11th, using the remaining OWANA funds. Other repairs included siding repair at 1807 W. 11th and stair replacement at 1729B W. 11th.

The minutes from the March 16, 2023 Finance and Operations Committee meeting appear at the end of these minutes. Since the Board did not meet in February, the minutes from the February 16, 2023 Finance and Operations Committee meeting are also at the end of these minutes.

3. Monthly property reports.

a. CCDC properties managed by Prak Property Management. Brad submitted the following report: A new family has moved in into 1720B W. 11th. We expect 1011B Charlotte to be vacant in the coming months (current tenant is moving to a Habitat for Humanity home.) A tenant is lined up to occupy 1611 W. 10th when it is complete. The City is doing their RHDA review on 1817B W. 10th. A new 6-month lease renewal, with an accompanying increase in rent, has been issued for the Neighborhood Center.

b. New construction at 1611 W. 10th Street. Kim submitted the following report: The following work occurred in February 2023: Showers grouted, retaining wall construction begun; flooring installation begun; door knobs installed. This past week was AYW Spring Break so they were off. AYW is on schedule to finish the majority of the interior work this month. Exterior work is another story. After myriad problems and multiple delays with our previous concrete subcontractor, we’ve cut ties and are now securing bids for another. Until this work is done (driveway, front steps, and porch) remaining interior and exterior work (primarily landscaping) cannot be completed. Once we have a sub in place, we will be able to predict the completion date. Brad already has a tenant lined up. Regarding the previous concrete subcontractor, he was paid in advance for permits and some materials. We are pursuing avenues to recoup this money.

c. Renovation projects funded by OWANA funds. With the repairs to the driveway and sidewalks at 1729 W. 11th Street, the funds have been expended on major property repairs.

4. On a motion by Paula, seconded by Thomas, the 2022 Audited Financial Statement was approved. The audit contained only 1 minor finding: the security deposits cash account is $588 less than the balance of money owed.

5. Kim reported that a newsletter, containing the Notice of the Annual Meeting, along with information on upcoming board elections and membership information has been delivered to every house in the CCDC boundaries and to Sweet Home. Rather than the previous multiple flyers, information was consolidated into a 2-sided newsletter which also included articles about the new house at 1611 W. 10th and the Haskell House reopening as a museum, along with photographs.

Kim reminded the board that 4 board positions are up for election in April—the positions currently held by Aubrey Carter, BJ Friedman, Thomas Schiefer, and Gregory Tran. The deadline for getting on the ballot is March 28. Absentee balloting will begin April 7 (approximate.) All voting will be online. 

The Annual Meeting will take place April 18, 2023, at 6:30 p.m. at the Haskell House. The April Monthly Meeting will begin up on adjournment.

6. Kim gave the following report on CCDC’s successful Amplify Austin campaign, held March 1-2, 2023: We raised $9,122, reaching 91% of our goal. We had 54 unique donors, with donations ranging from $25 to $1000. All but 10 donors chose to cover the associated donation fees. Those fees, $132, have been subtracted from our total, leaving us with $8,990. In past years, Amplify has used “Amplify Fund” donations to reimburse organizations for these. No word if that will happen this year.

Matches will be divvied up by the end of next month. Two of our matches—$10,000 from the Shields-Ayers Foundation and $20,000 from Lee & Roger Kintzel—will be split with the 32 Housing, Shelter, & Homelessness organizations, based on how much money each raised. Kim does not anticipate these amounts to be significant. The remaining match, $25,000 from the Reissa Foundation, will be split evenly between a smaller group of housing organizations. We’ve been told we’ll receive “around $1,500.” When this happens, this will put us over our goal.

Here is where we stood on the various Amplify Austin leaderboards:

·      We ranked #14 of the 32 Housing, Shelter, Homelessness organizations. The first 13 organizations were “large-sized” nonprofits (budgets more than $500,000.)

·      We ranked #45 of 189 of “medium-sized “nonprofits (budgets $100,000-$500,000.)

·      We ranked #196 of 701 participating organizations.

7. The inaugural “Clarksville Conversations: Sundays at the Haskell House” event--Jessica Gilzow, Austin Parks & Recreation, “Planting a Pollinator Garden”—will take place on Sunday, March 26, 2-3 p.m.

“Clarksville Conversations: Sundays at the Haskell House” is a new speaker series sponsored by the CCDC, in conjunction with the Parks & Recreation Department and the City of Austin. It will take place quarterly, coinciding with when the Haskell House Museum is open to visitors. (2nd & 4th Sundays of each month, January-November.) Conversations will run the gamut, but our focus will be on topics which link to the history and legacy of the original Clarksville community and its descendants, the Haskell House Community Garden, and current issues of interest to our neighborhood and neighbors.

The next Clarksville Conversation is scheduled for Sunday, June 25, with State Representative Gina Hinojosa giving a wrap-up of the current Legislative Session.

8. The Ice Cream Social will be held on Sunday, April 30, 1-3 p.m. at the Haskell House. As in years past, there will be an ice cream-making competition. Store-bought ice cream will also be served.

9. Mary reported that work on the new and improved CCDC website is progressing. We hope to have it up by end of April

10. Mary shared plans for a renovation and additional new construction at 1812 West 11th (incorrect address was on the agenda.) The owners intend to move the contributing home toward the street and construct a new home at the back of the property, and would like the CCDC’s support when they go before the Historic Landmark Commission. Board members had questions as to how the contributing structure will be used, expressing concerns about having another short-term rental in the neighborhood. Mary will contact the owners for additional information. When that information is available, the board will take an electronic vote on whether to support or not.      

11. Under Other Business, Kim shared a Texas Historical Commission tourism brochure on African-American heritage sites, which includes a write-up on Clarksville and a picture of Sweet Home. The brochure will be available at the Haskell House.

12. The Board did not meet in Executive Session.

Minutes From F & O Committee Meeting on February 16th, 2023

1.     BJ Friedman reviewed January’s financials, but said she had not had time to study them in detail. Mary had not either.

2.     BJ reported that the audit was moving along and so far, the process has been much easier than when we worked with our previous auditor.

3.     Mary said that given delays associated with pouring concrete for the driveway and steps at 1611, completion has been pushed back another month. Kim now anticipates that all interior work will be done by March but the exterior work won’t be finished until April.

She also reported that a short driveway and stairs were concreted at 1729B West 11th using some of the remaining OWANA funds. We were going to use the money to address the staircase issue at 1708 West 10th,  but the tenant at 1729B broke her leg and will be using crutches for some time so concreting the driveway and stairs became a priority from a safety perspective. Mary is waiting to find out how much OWANA money remains.

4.     Mary shared with the committee members a document she had prepared, and that Brad reviewed for accuracy. It details the repairs that need to be done at each of our properties and the estimated cost for each repair, when known. There are a number of significant repairs for which we don’t have prices thus far. Also, she noted that Brad pointed out that some of the repairs for which we have estimates may turn out to be more expensive because you never know when working on old structures what new problems may be discovered once work begins. Brad continues to believe that the CCDC needs at least $300,000 for repairs and would like for the organization to have an additional $200,000 in its bank account for future needs and to stabilize the CCDC financially.

5.     Mary reported that Kim has done a lot of work to get the CCDC ready for its participation in Amplify Austin’s “I live Here, I Give Here” campaign. For example, we now have wonderful testimonials from current and past tenants and Kim and her son Jake created a video that features some of our tenants. An email will be going out to people Kim has dubbed “Big Friends” asking them to donate early to the CCDC in order to help us secure some of the matches we are eligible for. Also, Kim will be putting “I live Here, I Give Here” yard signs with a donation QR code in front of the Center, the Haskell House, on West Lynn and at another location. Board members will be asked to spread the word via email and social media. Kim will provide them with the information they need to do so.

6.     Finally, Mary indicated that progress is being made on the design on a new website for the CCDC. It will be much less history-focused and will focus instead on what the CCDC does and will provide numerous opportunities for people to support us financially. The website colors will be vibrant and the design will be engaging and dynamic.

Minutes From F & O Committee Meeting on March 16th, 2023

1. BJ Friedman reported that there was nothing of note in the February financials other than the fact that the CCDC had received a $50,000 donation.

2. BJ reported that the audit was complete, but she had not had an opportunity to review all of the audit documents yet.

3. Mary said that the concrete company that was supposed to pour the driveway and front steps at 1611 West 10th was MIA and so we were getting bids from other concrete companies. Meanwhile, work on the inside of the house is moving forward and should be completed by the end of the month. The countertops are in town, but can't be installed until there are steps &/or a driveway. Also, before Ashley Rodriguez left for Spring break, she told Kim that she'd received an email from someone regarding the owner of the non-performing concrete company—probably the licensing or bonding people--but Ashley didn't forward it to her before she left town. Kim should know more by Tuesday.

Mary also reported that all of the OWANA money has been used up. 

4. Mary told the committee members that because it had been so difficult to find a Sunday when all of the board could meet to discuss where the repair money the CCDC needs will come from, she’s recommending that they keep the May board meeting agenda as short as possible and spend most of their meeting time in Executive Session discussing options.

5. Mary reported that Kim told her that the CCDC had received $9,122 in donations as a result of the Amplify campaign. Most donation-related fees were covered by donors, but not all so we netted $8,990.52 (and this money has been transferred to us).  Kim also said that we won’t know what match funds we will receive until late April, but we've been told we'll be getting about" $1200 from the Reissa Foundation. We will receive money from two other matches as well, but the amounts probably won’t be much because they're divided proportionately among all the Housing, Shelter, Homelessness non-profits and most of the money will go to the big boys.

6. Progress on the new website continues Mary stated. Her goal is to send all of the new and revised copy plus links and photos to the web designer the following week. Right now, Kim is reviewing everything Mary has prepared.

Minutes, February 21, 2023

The February 21, 2023 meeting did not take place due to a lack of quorum.

Minutes, January 17, 2023

Minutes from the January 17, 2023 Clarksville CDC Monthly Meeting

The meeting was held outside the Haskell House

Board members in attendance: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Thomas Scheifer, Chris Thomas, Gregory Tran.

Others in attendance: Brad Prak, Prak Property Management

1. On a motion by BJ, seconded by Aubrey, the minutes from the November 15, 2022 monthly board meeting were approved.

2. Brad discussed the month financial reports. Highlights included that revenue from rental leases is just under $15,000. One tenant who was behind is not caught up. He reported that the Prak monthly management fee is higher than usual this month due to staff work associated with an eviction. An expense of $24,970 was for a roof replacement. We have 1 roof remaining that needs to be replaced. Expenditure exceeded income, primarily due to the roof replacement.

Brad reported that the annual audit is underway.

Minutes from the January 12, 2023, Finance & Operations Committee meeting appear at the end of these minutes.

3. Monthly property reports.

a. Brad reported that work is underway in the recently vacated unit. There is old termite damage that is being repaired, and new flooring might be needed. He anticipated it will be ready to re-release in February. Monthly rent will be $1150. 1011B Charlotte will be vacant sometime this quarter—current tenant is moving into a Habitat home! The unit will need some work before it can be rented again, but the work will not be extensive. All leases have been renewed.

b. Kim reported on progress at 1611 W. 10th Street. The kitchen & bath cabinets have been installed and all interior doors have been hung. There have been a string of delays with pouring concrete for the driveway/porch/steps. American YouthWorks anticipates the interior will be complete by March, but the concrete work will delay exterior work. Kim reported that Sherry Cardino, our Austin Housing Finance Corporation contact, retired at the end of 2022. Gabrielle Restivo will be taking on our project. Brad stated that it will not take much time to move tenants into the unit once it is completed.

c. We have approximately $16,000 remaining from the housing money donated by OWANA which we would like to use toward replacing the remaining roof that needs attention. Mary will share this information with OWANA’s Marissa Latta

4. Brad reported that Prak Property Management has been struggling staff-wise, but that he wants to keep working with us. Our bookkeeping needs have been greater than anticipated so PPM will need an increase going forward. The Board discussed ways that we can help to lighten the load, and looks forward to continuing to work with PPM.

5. Mary presented a list of possible events for 2023 CCDC events. After a discussion, the Board agreed to rank their interest. She will compile the results and report back.

6. Kim reported that the CCDC will be participating in this year’s I Live Here I Give Here/Amplify Austin campaign (March 1-2.) Our fundraising goal is $10,000. Based on what other non-profits earned last year, this is optimistic, but it will give us something to work toward. We will be using Instagram and Facebook to spread word, along with emails to our members and supporters. Board participation in spreading the word will be appreciated.  

7. Mary reported that an overhaul of our website is underway. The goal is to have the new one up by mid-March.

8. Mary requested approval for CCDC to join the Austin Affordable Housing Coalition. Annual cost is $150. Kathy Tyler and Mark Rogers suggested we join. The board approved the expenditure.

9. Paula reported that despite some food issues (cold tamales, late cookies) the Caroling event was a success. The kids loved the snow machine and the crafts. Although the crowd was smaller than in the past, everyone had a great time. While OWANA didn’t provide funding this year, Paula has insured that funds are included in the budget for next year. A huge shoutout to Sheila Lyons for her generous donation to the event.

10. In Other Business, Kim asked if our tenant handbook includes information on the City of Austin's Customer Assistance Programs (CAP) utility discounts. Mary said that she believed it was included, but the board agreed it would be a good idea to send out a reminder.

11. The board did not meet in Executive Session.

Action taken via Electronic Vote:

On November 29, 2022, the board authorized Mary Reed to send a letter to the City Council stating the CCDC’s opposition to the proposed Tax Increment Reinvestment Zone proposed for the Statesman PUD. Opposition was based on the board’s belief that not enough consideration was being given to affordable housing. The matter was time-sensitive and could not wait until the January meeting.

Minutes From F & O Committee Meeting on January 12th, 2023

1. BJ Friedman reviewed December’s financials.

2. Mary reported that Kim anticipates work at 1611 will be completed in March. Cabinets have been installed and tile work has begun. Concrete will be poured for driveway and front steps once a permit has been issued.

Mary also reported that all of the work at 1011 Charlotte that was funded with OWANA $ has been completed and that $16K plus remains of that money. Brad is getting a bid to address the staircase at 1708 West 10th using the remaining funds. However, that project is likely to cost more than what remains. 

3. At Kim’s request, the committee discussed what the CCDC’s fundraising goal should be for the “I Live Here, I Give Here” campaign. Kim had suggested $5,000, but the committee members felt that our goal should be $10,000. Mary said she would let Kim know.

4. Paula has resigned from the F & O Committee because she is now the CCDC’s representative on the OWANA steering committee. Mary proposed asking Gregory to join the Committee and both BJ and Chris thought that was a good idea.

Minutes, November 15, 2022

Minutes from the November 15, 2022 Clarksville CDC Monthly Meeting

The meeting was held via Zoom.

Board members in attendance: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Chris Thomas.

1.     On a motion by BJ, seconded by Paula, the minutes from the September 20 and October 18, 2022 monthly meetings were approved.

2.     Brad Prak, Prak Property Management was ill. BJ presented the monthly financial reports in his absence. As of 10/31/22, there was $120,640 in our Money Market account (allocated as follows: $29,180 in CCDC unallocated savings; $21,414 allocated to OWANA-funded projects; and $70,046 allocated to 1611 W. 10th Street construction, which includes $30,000 in grant funds received in October from the Bank of American Foundation.) There was $45,243 in our checking account. October showed a large net profit, due to the BOA grant. Other than 1611 W. 10th expenses, there were no large expenditures.

Minutes from the November 10, 2022 Finance & Operations Committee meeting appear at the end of these minutes.                   

3. Monthly property reports

a. CCDC properties managed by Prak Property Management. Brad submitted the following written report: “We are continuing to sign lease renewals with the updated rents.  One resident will be moving to a Habitat Home sometime in the first quarter, so we have told them they can break their lease without penalty.  We have eviction court tomorrow (manager will be attending) for the resident we have discussed previously.”

b. New construction at 1611 W. 10th Street. Kim gave the following report:

o   Concrete pour of driveway, front steps, and front porch scheduled for this week, weather permitting.

o   Inside painting is complete.

o   Work remaining: flooring, tile installation, installation of countertops and cabinets, bathroom fixtures, fixtures, landscaping.

o   AYW will be on a reduced schedule for parts of the next 3 months (work trip to Big Bend in November, winter break in December & January.) Work will take place, but will be slow. They’ll be back on a normal schedule mid-January. Completion expected in mid-March.

o   Mary Reed & Kim met with David Clauss, Rob Winchester, Ruby Toolin, & Ashley Rodriguez at the house to discuss everything that remains to be done. Ruby is leaving AYW at the end of this week. Ashley will be taking over as our project manager.

o   We received $30,000 from Bank of American Foundation. As soon as driveway and front steps are poured, BOA reps will visit to tour house and likely the Haskell house as well.

c. Renovation projects funded by OWANA funds. Brad’s report stated that the stair work at 1011 Charlotte is progressing.

4. Last Sunday’s Haskell House re-opening celebration was a great success. There was a good size crowd of all ages. A huge thanks to Aubrey Carter who arranged for the band—Soul Man Sam really made the day. Representatives of the City Parks department were in attendance and very impressed with what we are doing at the Haskell House.

5. Paula reported that the CCDC/OWANA Christmas party will take place on December 18. Due to COVID and other concerns, the event will be a bit more scaled back than past events—no Santa this year—but there will still be caroling, food and wine, and crafts for the kids. Rick and Phyllis Patrick will lead the caroling. Paula and Mary are reaching out to Galaxy and Nightcap to see if they will provide food.

6. OWANA officials approached CCDC asking us to take a more active role in OWANA activities. Paula will serve on the steering committee and Kim will attend zoning committee meetings.

7. No Other Business was discussed.

8. The board met in Executive Session.

Action taken via Electronic Vote:

On November 7, 2022, the board authorized Mary Reed to send a letter to the City Council stating the CCDC’s opposition to weakening current compatibility standards, and asking for a postponement of discussion since the hearing is scheduled for Election Day. The matter was time-sensitive and could not wait until the November meeting.

Minutes From F & O Committee Meeting on November 10th, 2022

BJ Friedman reviewed September’s financials.

Mary reported that work at 1611 is moving along with a finish date estimated to be sometime in the first quarter of 2023. Kim, Mary and American Youth Works staff did a walk through earlier in the week and everything looked great. AYW has taken ownership of the project and it shows. 

Work continues on the construction of new egresses at 1011 Charlotte. Brad Prak has gotten a bid from the contractor who is building the egresses for making the front staircases at this address safer.

Mary provided a short overview of Mark Roger’s (GNDC) advice regarding how to raise the $ the CCDC needs to repair its properties and what to do with the Neighborhood Center property. More information to come. Mark also had advice for how the CCDC should go about getting more money from the AHFC to fund completion of 1611. 

Minutes, October 18, 2022

Minutes for Clarksville CDC Monthly Meeting

October 18, 2022

6:30 p.m.

Board Members Present:

BJ Friedman

Paula Hern

Malcolm Greenstein

Aubrey Carter

Chris Thomas

Others Present:

Brad Prak-Property Manager

Lauren Lischka-neighbor

AGENDA:

1. There were no September minutes to approve. They will be ready at the next board meeting.

2. Financial Statements

    Statements are attached. Brad went over the statements for the members. CCDC received about $13,000 in rent checks. There was one late fee and a donation to Haskell House of $30.

    Aubrey said he gave $500 for permits on the Charlotte house. Brad said Prak gave $1000. Brad will check on the balance. Brad clarified a non-profit still has to pay for city building permits.

3. Property Report

    a. Brad said only one tenant is behind on rent and is behind several months. There is a $3500 balance.The tenant agreed to sign a recession of the lease but then did not move out. The issue will be turned over to an attorney to start the eviction process. Brad said the first round of re-leasing has happened, and no one is moving out even with the rent increases.

    b. Progress on 1611 W. 10th was talked about although neither Mary or Kim were present to give more details. As of the meeting, there was no forthcoming Bank of America grant. Kim and Mary will be meeting with Mark Rogers at the Guadalupe Neighborhood Development Corporation to explore options for more funding to complete the 1611 project. Completion date is extended to February, 2023, due to sub-contractor issues.

4. Everyone was reminded of the official opening of Haskell House and party on November 13, 1-3pm. Aubrey said he had secured a musical act, an east side music group, for the event.

5. The question of whether to coordinate and plan a Christmas caroling event with OWANA was brought up and got support from everyone. Paula will start coordinating.

6. In other business, BJ reported that the bi-monthly openings of Haskell have been successful. Mary’s interviews and articles written about Haskell House have helped its visibility. BJ also reported on the ACL ticket sales. The first weekend sold for full price and the second set was discounted. BJ also noted Mary has been recognized by Preservation Austin for her community contributions and will receive a Merit Award at  their next awards ceremony December 1.

The board met in Executive Session following the Board Meeting.

Minutes, September 20, 2022

Minutes from the September 20, 2022 Clarksville CDC Monthly Meeting

The meeting was held virtually via Zoom

Board members in attendance: Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Gregory Tran

Others in attendance: Brak Prak, Thomas Schiefer

1. On motions by Malcolm, seconded by Paula, the minutes from the April 19, 2022 Annual and Monthly Meetings were approved with corrections.

Paula noted an omission in the August 18, 2022 minutes concerning the board’s action regarding rent increases. Kim will make the needed corrections and submit the revised minutes to the board for electronic vote approval.

2. Brad Prak presented the monthly financial reports. The end of month reports show a loss of $22,406, but this is due to roof repairs done this month that were funded with $35,000 in insurance proceeds received in a previous month.

Going forward, Brad will continue to present the monthly financial reports. Since the reports are prepared by Prak Property Management staff, he is in the best position to answer questions that may arise. Mary (CCDC President) and BJ (CCDC Treasurer) will review the reports prior to the board meetings.

The Finance & Operations committee met on September 15, 2022. Minutes from that meeting appear at the end of these minutes.

3. Monthly property reports.

a. CCDC properties managed by Prak Property Management: Brad reported that tenants were notified of rent increases. Lease renewals will be staggered over the next 3 months. One-third of tenants are using the online payment portal.

b. New construction at 1611 W. 10th Street. Kim reported that insulation, sheetrock, and weatherization work was completed in preparation for inspections. The project passed inspections for framing, electrical, plumbing, and the water yard line.

c. Renovation projects funded by OWANA funds: We’ve received the permit to begin construction of the back stairs at 1011 Charlotte. PPM has paid the contractor for additional needed permits.

4. Thomas Schiefer was unanimously approved to fill the Board vacancy left by Aly Byatt’s resignation. Thomas has been an active supporter of the CCDC since he and his wife moved into Mary Baylor’s former home on W. 10th Street, serving both on the Tenant Selection Committee and as a Haskell House docent.

5. The working group reviewing options to meet the CCDC’s financial needs reported that they are continuing to gather information. A comprehensive work session will be held to discuss their findings, likely in December or January.

6. The proposed FY 2022-23 budget was presented. The budget includes all expenses on the horizon, including 2 new roofs and approximately $300,000 in property improvements and repairs. These costs exceed expected revenue by approximately $387,000. Recognizing that all of these improvements and repairs cannot take place without additional revenue sources (discussed in agenda item #5) the budget was adopted with the understanding that this it will be amended as necessary as the year progresses.

7. The discussion of Haskell House activities, including the November 13, 2022 Haskell House re-opening celebration was postponed.     

8. No Other Business was discussed.

9. The board did not meet in Executive Session.

Clarksville Community Development Corporation

Finance and Operations Committee Meeting

Minutes - Sept 15, 2022

1.     Review of August Financials

BJ provided the committee with the monthly Balance Sheet and PnL. Total August income was $13,389.28. Expenses were 35,795.59. The bulk of expenses were for the repair of roofs for 2 of our properties ($27,900.00), for which we have received payment from our insurance company. Expenses for the 1611 W 10th construction project were only $2,127.81 this month. Our checking account has a balance of $43,896.654 and our Money Market account has a balance of $121,098.97, of which $50,849 is reserved for OWANA funded projects and $40,046.26 is for completion of 1611.

2.     Status report on projects -- 1611 West 10th Street, and 1011 Charlotte (Mary)

Mary was not able to attend the meeting, so BJ provided the limited information she has. 1611 has passed the most recent inspections and Kim will provide details at the Board meeting. 1011 Charlotte has finally received permits and will need to be bid again due to the amount of time since the initial bid. Aubrey will report details at the Board Meeting.

3.     Report on effort to determine best way to finance all of the property repairs needed. (Mary & BJ)

Mary will provide the Board with details regarding the work of the committee looking at ways to raise money for repairs at the Board meeting. BJ reported that her contact with ACF referred her to the city, which has funds but we would be restricted on how much rent we could charge on units where this money would be used for repairs.

4.     Review of draft FY22-23 operating budget (BJ)

BJ shared the draft budget with the committee. It is a negative budget due to the extensive repairs needed for our units. Paula asked if we could approve a negative budget. BJ said that would be a question for Kim since budget approval would most likely be in the by-laws.

Minutes, August 16, 2022

Minutes from the August 16, 2022 Clarksville CDC Monthly Meeting

The meeting was held virtually via Zoom.

Board members in attendance: Aubrey Carter, BJ Friedman, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, Gregory Tran

Others in attendance: Brad Prak, Prak Property Management

1. On a motion by Chris, seconded by Paula, the June 21, 2022 minutes were approved. On a motion by BJ, seconded by Chris, the July 19, 2022 minutes were approved. The April 19, 2022 Annual Meeting and monthly minutes were not available. They will be on next month’s agenda for approval.

2. BJ presented the monthly financial report. As of the end of July, we had $80,310 in our checking account, $121,048 in our money market account. Most expenditures for the month were related to construction at 1611 W. 10th Street. We ended the month $1400 in the black. A question was posed about late fees collected. Brad reminded the board that fees were now being charged for late rents.

3. On a motion by BJ, seconded by Gregory, the board approved renewing our line of credit with Frost Bank.

4. Monthly property reports:

a.     Brad reported that 2 roofs (approved at the June meeting) have been installed. Approximately $7000 of the insurance claim funds remains. This will be allocated toward additional needed roof work. One tenant has not responded to 8 requests for income verification. As a result, tenant has been served with a notice of non-renewal. Brad will keep the board informed as to this situation.

b. Kim reported progress on construction at 1611 W. 10th Street. Due to American YouthWorks summer break, and shortened work days due to the extreme heat, progress was slow in July, but house is almost 60% complete. Exterior siding is complete and painting has begun. A draw request for reimbursement in the amount of $15,016 was submitted this month to the Austin Housing Finance Corporation. This will expend all but the required 1% retainage ($779) of our grant.

c. Aubrey reported that we are still waiting on the permit to construct the stairs to be funded by by OWANA funds.

5. A working group comprised of board members BJ Friedman, Gregory Tran, Mary Reed, and Malcolm Greenstein, and Brad Prak presented a variety of options developed to address inequities and fiscal inadequacies of the CCDC’s current rent structure. It has been many years since the board reviewed our rent structure, or raised any rents. The current rent structure does not bring in enough income to adequately maintain our properties. The working group took into consideration the age of each property as well as the current income of each tenant. After much discussion the Board, on a motion by Aubrey, seconded by Gregory, a majority of the board voted to adopt a rent increase model which takes into account the tenants’ income and the percentage of income that they pay in rent. As part of the motion to approve, the board agreed that any future rent adjustments must be reviewed and approved by the board.

6. Mary reported that the working group is continuing to gather information regarding ways to meet the CCDC’s projected financial needs. This item will be discussed at next month’s meeting.

7. The board approved the CCDC Applicant and Resident Eligibility Policy document. A copy of this document can be provided by CCDC Secretary Kim O’Brien.

8. As a result of higher-than-expected audit fees this past year, BJ contacted other auditors who work with affordable housing providers. She recommended that the board engage the services of Bryan Beal, with Maddox and Associates, whose projected costs of service for preparing our annual audit and 990 is less than half of what we paid previously. On a motion by Paula, seconded by Gregory, the board approved hiring Bryan Beale.

9. The board discussed setting a new date for the Haskell House re-opening celebration (postponed due to extreme heat on the originally scheduled June date.) Early November was suggested. Mary will find out if the petting zoo can be available.

10. The board discussed holding the CCDC/OWANA Christmas party at the Haskell House. While there is an interest in reviving the popular event, it was decided due to continuing COVID concerns to delay a decision until later in the year.         

11. Under Other Business, Mary reported that two Haskell House docent training session will take place over the next few weeks. She also reported that she is preparing paperwork to nominate the City Parks Department for a Preservation Merit Award for the Haskell House renovation. Merit Awards are given to the property owner (City of Austin) but CCDC will be recognized for our part in the collaborative project.

12. The board did not meet in Executive Session.

Action taken via Electronic Vote:

On July 20, 2022, the board voted to take appropriate actions to object to the proposed name of “Clarksvillage” for a new development on W. 6th Street between Baylor and Blanco. This item was on the July 19, 2022 board agenda for action, but could not be voted on due to the lack of a quorum. The matter was time-sensitive and could not wait until the August meeting.

Minutes, July 19, 2022

CCDC Board of Directors Meeting

July 19, 2022

The meeting was held virtually via Zoom.

Board Attendees: Mary Reed, BJ Friedman, Malcolm Greenstein, Chris Thomas

PPM Attendees: Brad Prak

1.     Approval of minutes from the April 19, 2022 Annual Meeting and the April 19 and June 21, 2022 monthly board meetings could not be held due to a lack of a quorum.

2.     June Financials:

BJ presented a summary of June’s financials, but the spreadsheet report from PPM was not available due to the transition to the new software accounting package. She will provide the spreadsheet to the Board when it is available.

3.     Monthly property reports:

a.     CCDC properties managed by PPM:

Brad has received information regarding the repairs needed for our properties. Another inspection for the tenant on probation will occur, but the household condition seems a bit better so far.

Mary asked about tenants who are putting furniture on the street and if they have been informed that they must either pay for removal or wait for the city pick-up. Brad said that a mattress disappeared after the tenants had been informed that they would have to pay for removal.

Brad also commented that Income info from some tenants is suspect. The board discussed how to get better info and increase rents when appropriate.

b.     New construction at 1611 W. 10th Street:

Kim sent a copy of her monthly report to the Board. Exterior siding and trim installation are approximately 90% complete. HVAC is installed. Electrical is 80% complete.

There is a new problem with the sewer hookup due to an asbestos pipe at the street.  Mary has contacted city office to deal with this. AYW will provide the necessary details

c.     Renovation projects funded by OWANA funds:

Mary reported that we will now need an engineer to sign off on the plan after the property was surveyed. Aubrey is handling this.

4.     Report on recent in interest in Clarksville:

Mary reported greater interest in CCDC and HH recently from the city. Judy Maggio was hired by the city to film a documentary about HH. This documentary should help with increasing tourism to HH.

Mary also met with some teenagers at HH who are interns at the Oakwood Cemetery. The teens are creating digital histories about various individuals are buried at the cemetery. The Oakwood Cemetery curator said that may develop a digital history related to the HH and one or more deceased Clarksville residents who are buried at the cemetery.

Daniel Ronan, the Executive Director of the Flower Hill Foundation wants a tour of HH and Clarksville. He intends to start promoting HH and the neighborhood.

The Docent Training Manual for the HH is almost complete. Mary will send out the manual and hold a training session and then we’ll open HH for visitors. Mary will talk with Parks and Rec staff about installing HVAC at the HH when they are there to discuss construction of an ADA-compliant hand railing at the back of the House.  

5.     Discussion of a formal protest of the proposed name “Clarksvillage” for new development on W. 6th Street between Baylor and Blanco:

There is controversy regarding naming the proposed development on 6th St “Clarksvillage”. The project will run from Blanco Street to where Z Tejas is located. Mary would like the board to give her permission to write a response on behalf of the CCDC to the Austin Towers journalist who wrote about the project name and said that those who did not like it because the project is not in Clarksville should “get over it.” She also mentioned writing a letter to McGuire Moorman the project developers about the name. Mary reported that she had talked with Shelia Lyon, the OWANA zoning chair who suggested that we suggest some alternative names. Shelia suggested that we provide some alternate name and mentioned using the Fischer family as the basis for a name because there is a historic plaque on the building where Fortnoy’s used to be explaining that the building was built by Alex and Annie Fischer, who ran a dry goods business on the first floor and rented out apartments on the second.  Mary will ask for an electronic vote since there was no quorum. She also asked for other name suggestions.

6.     Discussion of ways to expand Haskell House programming via technology and possible funding sources:

Mary reported that we now have Wi-Fi at HH provided by Google Fiber. Mary would like ideas about how to capitalize on technology to make the HH a more interesting place to visit. Google has money to fund some projects. They have a PR firm who would help us publicize HH. Chris suggested a security system with cameras when visitors are in the building or to prevent vandalism. Mary will send an email with some ideas and will solicit board members for ideas.

7.     Discussion of new date for Haskell House reopening celebration:

Mary will solicit the board via email to get possible dates. We will not have a celebration until the weather cools off.

8.     Other Business:

Mary asked if we want to apply for the Preservation Merit Award. A board member from Preservation Austin suggested that we apply. Malcolm asked if the award included more than a plaque. Mary replied that there is no money, but that receiving the award would be good for the CCDC’s reputation and might help when we apply for other grants. Since it is an easy application, Mary will proceed.

Minutes, June 21, 2022

Minutes from the June 21, 2022 Clarksville CDC Monthly Meeting

Due to extreme heat, the meeting was held virtually via Zoom.

Board members present: Aly Byatt, Malcolm Greenstein, Kim O’Brien, Mary Reed, Gregory Tran

Others present: Brad Prak, Rene Gonzalez, Marivaldo Ferreira (all from Prak Property Management (PPM)

1.The minutes from the April 19, 2022 Annual and Monthly Board meetings were not available. They will be on the July agenda for approval. (Note: May 17, 2022 monthly board meeting was not held.

2. The board discussed the monthly financial reports. We ended the month with $53,293 in our checking account and $121,180 in our money market account ($50,849 dedicated OWANA housing funds; $50,849 dedicated AHFC 1611 W. 10th Street funds; $19,093 CCDC savings.) The biggest issue this month was excessive water usage at the Waterston property. PPM has found no water leaks. The City is checking to see if there is a problem with the meter.

3. Monthly property reports:

a. CCDC properties managed by Prak Property Management: PPM had no issues to report.

b. New construction at 1611 W. 10th Street: Kim reported the following: As of the end of May, the house is 50% complete. We have reached an agreement with Austin
Water to reinstall water service to the City-owned lot at no cost to the CCDC. Thanks to Councilmember Tovo for intervening on our behalf. Due to COVID-related delays and increased material and subcontractor costs, it looks like the project will be 25% over original budget. With help from David Claus and Ruby Toolin at American Youthworks, Brad, Mary, and BJ, Kim submitted a grant application to the Bank of American Foundation for $50,000. If successful, it will cover the overage.

c. Renovation projects funded by OWANA funds: Mary reported that the survey required to obtain the permit for stairs at 1011 Charlotte has been completed. We’re now waiting for the permit to be issued.

4. On a motion by Malcolm, seconded by Gregory, the following officers were elected: Mary Reed, president; Chris Thomas, vice-president; Kim O’Brien, secretary; BJ Friedman, treasurer. Their terms will run until May 2023.

5. On a motion by Kim, seconded by Malcolm, the board unanimously approved the 2021 Audited Financial Statement. The audit was clean. Record keeping weaknesses identified already have been addressed in the early months of the current fiscal year.

6. Updates about Mary Baylor Park and Pauline Brown Neighborhood Center beautification project. Paula was unable to attend the meeting due to sick family members, but submitted the following report: As far as the park improvements, the city put in sidewalk between the pickle court and basketball court and moved the water fountain next to the pickle court. It also includes a dog watering dish. The city also put grass down and is watering it regularly from a water truck. I hope to continue to work with APF to get more mulch spread at some point and possibly fixing the metal fence along tenth. They have closed out CCDC's account and used the last of the $1300 for the re-painting of the court lines.

The community center has a little bit neater look due to mulch being spread and more regular watering. Mary was able to ask the current tenant to water once a week. Tom helped fixed the hoses and we got soaker hoses down in the two areas that have plantings. It looks better but still stressed due to heat. The lighting has yet to be removed as it is electrical and not solar. Better to have an electrician remove at a time when feasible. The fallen limb was removed and the big piece of old plywood lying on the side is now 
leaning against the house. Looks better but will eventually need to be removed. There are still limbs in the back of the property that need to be removed at some point as well. Judy and I will continue to work on getting the rest of the mulch spread.

7. Brad presented information about the condition of roofs on 4 CCDC properties which need repairs or replacement. Options included making all needed repairs/replacements at a net cost of $44,490 (total cost of $80,096 less $35,606 insurance coverage) or, due to our current financial situation, repairing/replacing two roofs, and delaying the others until the next fiscal year. During the discussion, we lost quorum and could not vote. An electronic vote will be taken since this is a pressing matter.

8. Discussion of rental rate structure was postponed due to the lack of quorum.

9. Discussion about policies regarding applicants who own homes and tenants who later disclose home ownership was postponed due to the lack of quorum.

10 . Discussion of proposed Applicant and Resident Eligibility Policy was postponed due to the lack of quorum.

11. Due to the extreme heat projected for next Sunday, June 26, the Haskell House reopening celebration will be postponed, rescheduled to a time when it’s cooler.

12. No Other Business was discussed.

13. The board did not meet in Executive Session.

Action taken via Electronic Vote:

On June 1, 2022, the board approved the proposal submitted by Charity First for Liability, Directors & Officers, and Umbrella insurance coverage. Due to current cash flow issues due to reimbursement grants for the Haskell House renovation and the construction of 1611 W. 10th Street, a down payment will be made, the balance being financed over the next 10 months. This item was time-sensitive and could not wait until the June meeting.

Minutes, May 17, 2022

The May 17, 2022 monthly meeting was not held.

Monthly Meeting Minutes, April 19, 2022

Minutes for Clarksville CDC Monthly Meeting, April 19, 2022

The meeting began upon adjournment of the Annual Meeting.

Board members in attendance: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, Gregory Tran

Others in attendance: Brad Prak, Prak Property Management, Kathy Doyle, Randi Shade, Jon Montgomery, Jon’s partner.

1. On a motion by Paula, seconded by Chris the minutes from the March 15, 2022 monthly board meeting were approved.

2. BJ reported that as of March 31, there was $98,392 in our money market account, $49,298 in our checking account. We ended the month $16,073 in the black due to an AHFC loan reimbursement payment for 1611 W. 10th Street costs. She also reported that our annual audit is in progress.

3. Monthly property reports:

a. Brad had nothing to report regarding CCDC properties managed by Prak Property Management.

b. New construction at 1611 W. 10th Street: Kim reported that framing and roof decking is complete, windows are ready to be installed and paint colors selected—Little Sun Dress siding, Poetic Light trim, and a Fashion Gray front door. It has been discovered that there is no longer a water hookup to the property, unknown to us when we negotiated the land lease with the City. American Youthworks is working with the City to get this issue resolved at no cost to the CCDC. Cost overruns—due to COVID-related delays in construction and increased supply costs—will exceed the budget, possibly by as much as 15-25%. Kim is working with AYW to find additional funding sources.

c. Mary reported that the grant-funded repairs to the Haskell House are complete. Our final payment will be received upon completion of our final report, which Mary is working on. Additionally, we are awaiting payment of our final reimbursement from the Parks Department.

d. There was nothing to report regarding the renovation project funded by OWANA funds.

4. Paula reported that the new lines on the basketball and pickleball courts are complete and look great. This work expended all of the money in our Parks Foundation account. We can keep the account open for future fundraising efforts but at a $50 annual cost. The board decided to close it for now, agreeing we can open it again should we want to.

5. Mary reported that plans are being made for the Haskell House re-opening celebration, June 26, 2022, 1-3 p.m. There will be live music, light refreshments, a petting zoo, and hula hoops.

6. Under Other Business:

Mary reported that we are working with Frost Insurance to shop for new insurance coverage.

Paula reported that she and Judy Shipway, one of the Haskell House community gardeners, are working on landscape improvements at the Neighborhood Center.

7. The board did not meet in Executive Session.

Action taken via Electronic Vote:

On April 5, 2022, the board approved a neighborhood initiative to request residential permit parking for the 1600 block of W. 12th Street. (Note: The board’s approval is only one step in the process. Affected residents will have the final say in approval.)

Annual Meeting Minutes, April 19, 2022

Minutes for Clarksville CDC Annual Meeting, April 19, 2022, 6:30 p.m.

The meeting was held outside the Haskell House.

Board members in attendance: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, Gregory Tran

Others in attendance: Brad Prak, Prak Property Management, Kathy Doyle, Randi Shade, Jon Montgomery, Jon’s partner.

1.             Mary Reed, CCDC President, presented the “State of the CCDC” Annual Report. A copy is at the end of these minutes.

2.             BJ Friedman, CCDC Treasurer, presented an annual financial report. A copy is at the end of these minutes.

3.             Brad Prak, CCDC property manager, presented a report on the CCDC’s affordable housing program. Prak Property Management entered into a 2-year contract to manage the CCDC properties in July 2021. It was quickly discovered that routine maintenance had not been addressed. Efforts are underway to catalog needs, assign costs, and prioritize work to be done. Processes will be put in place to keep this from happening going forward. Other work in progress are tenant income verification, migrating tenants to TAA leases, reviewing and revising current documents, and assessing rental amounts and funding sources. Brad hopes to have past issues solved in the next year.

4.             BJ Friedman, acting as Election Administrator, announced the results of the Board of Directors election. Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas were reelected to 2-year terms. Eighteen members—16% of  the membership—cast ballots.

Randi Shade, neighbor and CCDC member, questioned the board regarding the CCDC’s mission. She was not aware that the original mission—providing housing for displaced Clarksville families—had changed and she felt that others in the neighborhood were also not aware.

Clarksville Community Development Annual Report

Mary Reed, President

April 17, 2022

Challenging is the word that best describes last year for the CCDC. Almost nothing was quick or easy.

There were many reasons why. For starters, COVID continued to be an issue, which meant that we could not have in-person board meetings, we could not open the Haskell House to the public, nor could we have any neighborhood events. Everything was somewhat impersonal and from a neighborhood visibility perspective, it was almost like the CCDC did not exist.

Another major reason is that our relationship with our property manager went south and things got very difficult. We ended up parting company in June, which meant we had to find a new property manager. Thankfully, Mark Rogers with the Guadalupe Neighborhood Development Corporation, referred us to Prak Property Management and after meeting with Brad, the board decided to hire his company to manage our properties and handle our bookkeeping. Although we all breathed a big initial sigh of relief after that decision, Brad soon gave us some painful reality checks. We learned among other things, that our finances were not as solid as we had thought they were and that many maintenance and repair issues at our properties had been ignored or not addressed appropriately. Therefore, the CCDC was looking at several challenging and expensive years ahead.

Big delays and cost over-runs on all of our projects because of COVID and supply chain issues were also responsible for making last year difficult. For example, pretty much as soon as construction of our new affordable and green rental property at 1611 West 10th finally got underway, we realized that the project would exceed the funding we had for it given that we were working with a 2 year-old budget and building costs were escalating. However, our contractor, American Youth Works, promised to save money where ever it could.

And the Haskell House project posed a myriad number of challenges, especially because the project had stalled while our former property manager was in charge of it and Kim McKnight, PARD’s Program Manager for Historic Preservation, Tourism and Wayfinding, was very frustrated with the CCDC. However, once I took over as project manager, we were able to get things back on track. We identified potential contractors, drew up specs, solicited bids and ended up hiring Phoenix 1 Restoration and Construction out of Dallas. However, their bid exceeded the amount of the Heritage Tourism Grant we had received from the City’s Economic Development Department to fund the project. Luckily, given that the CCDC could not afford to kick in any of its own money, PARD agreed to pay for the cost of the window work and assumed responsibility for installing a new roof and gutters on the House. And then, once work began on the HH and Phoenix told us that the project was going to cost an additional $9K because of the amount of rotten wood involved, PARD agreed to pick up that cost as well. Although getting the project launched and completed required 14 different meetings between me and PARD staff between mid-June and mid-December, in the end, everyone involved was thrilled with the outcome. Case in point, two weeks ago Kim sent me and everyone on her team who helped make the project happen the following email: “This has not been an easy project, but we all pitched in and did what was needed to preserve this special and significant historic building for years to come. This is what a true partnership is all about. Many thanks, Mary, for your work. And Ellen and Albert: I am beyond grateful for your oversight and assistance.”

Speaking of PARD, we also entered into a new Haskell House Use Agreement with that department. The agreement is much, much more detailed than our previous ones and requires that the CCDC do a lot more including submitting an annual report to Kim. I submitted our first such report last December and it included 13 different required attachments, including a volunteer training plan, all of which to be written from scratch. Also, I had to submit background checks for all board members as well as for everyone who had volunteered to be a Haskell House docent.

Last but not least, we made progress in baby steps on the 1011 Charlotte second egress project, which is being funded with OWANA $. Hopefully, this time next year, I will be able to report that it was completed.

2020-2021 Annual Financial Report

Submitted by BJ Friedman, CCDC Treasurer

Fiscal year 2020-2021 was another challenging year for the CCDC.

On the plus side, OWANA provided $52,049 from their affordable housing funds to CCDC for us to use to fund needed repairs for our properties. It was agreed by the board to use this money to build a second egress at 1011 B Charlotte. If funds are not all used on that property, the board voted to use remaining funds to rebuild the stairs at 1707 W 10th, or for other needed projects.

Due to the high cost of utilities for water/sewage that we pay at the duplexes that only have 1 meter, it was decided that tenants at these properties will pay a prorated portion of their water bill. However, at this time, only 2 tenants are paying due to delays in renewing leases. When all affected tenants are paying for their water, we should save about $5000 annually.

Another positive was that construction finally began at 1611 W 10th. Kim O’Brien will provide a more detailed report.

Numerous difficulties related to our finances also occurred. The February 2021 Snowpocolypse caused damage to 5 tankless water heaters at our properties. Two had to be replaced and 3 were repaired by volunteers for free. We gave the 3 volunteers $100 gift cards to Cipollina, one of which was sponsored by Cipollina.

The Haskell House repairs which are funded by a Heritage Foundation grant were delayed due to difficulties with getting bids and then for bids exceeding the budget. Mary Reed will provide a more detailed report in her State of the CCDC Annual Report. As this is a reimbursable grant, CCDC must front all expenses until reimbursement occurs.

Construction finally began at 1611 W 10th, as will be reported by Kim O’Brien. However, this is another reimbursable loan, and as of Sept 2021, we had expended about $10,000, of which none has been reimbursed.

Finally, our property manager, Rose Gabriel resigned effective June 2020. We hired Prak Property Management to replace her. PPM took over not only our property management, but also our financial management. It has taken several months to combine our old QuickBook accounts with PPM’s financial reporting system.

Ended the year with

Assets

Tenant Security Deposits

$14,500.31

Not usuable

CCDC Savings

$19,092.57

OWANA Award

$52,049

1611 Funds

$65,558.20

Other

$4.75

Total

$157,480.53

Liabilities

Accounts Payable

$14,970.39

Current Liabilities

$122,803.38

Primarily for $1611 W 10th Construction and Security Deposits

Total

$137,773.77

Total Equity

$745,517.58

Properties grossly undervalued

President's Annual Report, April 17, 2022

Clarksville Community Development Annual Report

Mary Reed, President

April 17, 2022

Challenging is the word that best describes last year for the CCDC. Almost nothing was quick or easy.

There were many reasons why. For starters, COVID continued to be an issue, which meant that we could not have in-person board meetings, we could not open the Haskell House to the public, nor could we have any neighborhood events. Everything was somewhat impersonal and from a neighborhood visibility perspective, it was almost like the CCDC did not exist.

Another major reason is that our relationship with our property manager went south and things got very difficult. We ended up parting company in June, which meant we had to find a new property manager. Thankfully, Mark Rogers with the Guadalupe Neighborhood Development Corporation, referred us to Prak Property Management and after meeting with Brad, the board decided to hire his company to manage our properties and handle our bookkeeping. Although we all breathed a big initial sigh of relief after that decision, Brad soon gave us some painful reality checks. We learned among other things, that our finances were not as solid as we had thought they were and that many maintenance and repair issues at our properties had been ignored or not addressed appropriately. Therefore, the CCDC was looking at several challenging and expensive years ahead.

Big delays and cost over-runs on all of our projects because of COVID and supply chain issues were also responsible for making last year difficult. For example, pretty much as soon as construction of our new affordable and green rental property at 1611 West 10th finally got underway, we realized that the project would exceed the funding we had for it given that we were working with a 2 year-old budget and building costs were escalating. However, our contractor, American Youth Works, promised to save money where ever it could.

And the Haskell House project posed a myriad number of challenges, especially because the project had stalled while our former property manager was in charge of it and Kim McKnight, PARD’s Program Manager for Historic Preservation, Tourism and Wayfinding, was very frustrated with the CCDC. However, once I took over as project manager, we were able to get things back on track. We identified potential contractors, drew up specs, solicited bids and ended up hiring Phoenix 1 Restoration and Construction out of Dallas. However, their bid exceeded the amount of the Heritage Tourism Grant we had received from the City’s Economic Development Department to fund the project. Luckily, given that the CCDC could not afford to kick in any of its own money, PARD agreed to pay for the cost of the window work and assumed responsibility for installing a new roof and gutters on the House. And then, once work began on the HH and Phoenix told us that the project was going to cost an additional $9K because of the amount of rotten wood involved, PARD agreed to pick up that cost as well. Although getting the project launched and completed required 14 different meetings between me and PARD staff between mid-June and mid-December, in the end, everyone involved was thrilled with the outcome. Case in point, two weeks ago Kim sent me and everyone on her team who helped make the project happen the following email: “This has not been an easy project, but we all pitched in and did what was needed to preserve this special and significant historic building for years to come. This is what a true partnership is all about. Many thanks, Mary, for your work. And Ellen and Albert: I am beyond grateful for your oversight and assistance.”

Speaking of PARD, we also entered into a new Haskell House Use Agreement with that department. The agreement is much, much more detailed than our previous ones and requires that the CCDC do a lot more including submitting an annual report to Kim. I submitted our first such report last December and it included 13 different required attachments, including a volunteer training plan, all of which to be written from scratch. Also, I had to submit background checks for all board members as well as for everyone who had volunteered to be a Haskell House docent.

Last but not least, we made progress in baby steps on the 1011 Charlotte second egress project, which is being funded with OWANA $. Hopefully, this time next year, I will be able to report that it was completed.

Minutes, March 15, 2022

Minutes for Clarksville CDC Monthly Meeting, March 15, 2022 

The meeting was held via Zoom due to current COVID-19 restrictions.

Board members in attendance: Aly Byatt, Aubrey Carter, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Gregory Tran

Others in attendance: Teresa Perez-Wisely, Randi Shade, Brad Prak

1. On a motion by Paula, seconded by Aly, the minutes from the February 15, 2022 monthly board meeting were approved.

2. BJ was unable to attend the meeting, but submitted the following report: The beginning balance of the money market account was $126,413, ending balance $84,923. Transfers were made to the checking account in the amounts of $16,554 and $24,937 to cover expenses related to Haskell House repairs and construction at 1611 W. 10th. The checking account beginning balance was $8001. Activity included $81,036 in deposits (rents, money market transfers, reimbursements from City grants for Haskell House and 1611 W. 10th), and $49,521 in expenses. Most of the expenses were related to the Haskell House and 1611 W. 10th.

Minutes from the monthly Finance and Operations Committee meeting appear at the end of these minutes.

3. The following monthly property reports were presented:

a. CCDC properties managed by Prak Property Management—Brad reported that PPM’s new software system is close to going online. When in place, tenants will be able to make payments online, make maintenance requests, along with many other improvements to current practices.

PPM is gathering income information on all tenants. This is needed in order to renew the many leases that are currently on month-to-month. The inspection process is continuing. Along with it, a list is being compiled of needed repairs/maintenance. Discussions will be taking place regarding how best to fund these items.

b. New construction at 1611 W. 10th Street—Kim reported that the framing is complete. The roof is scheduled to go on this month. Our third draw on the City of Austin/Austin Housing Finance Corporation grant was approved, in the amount of $13,466. Approximately 20% of the grant remains.

c. Grant-funded repairs to the Haskell House—Mary reported that roof repairs, the final step of the project, will be underway at the end of the month. That work will be done and paid for by the City. Our final reimbursement payment from the Heritage grant is dependent on submission of a final report. Mary is working on the report.

d. Renovation projects funded by OWANA funds—Mary reported that we are waiting on the permit so that we can construct back steps at 1011 Charlotte.

4. Brad brought up the idea of setting flat fees for future security deposits. The amount would be based on a unit’s number of bedrooms. This would apply to future tenants. We will discuss it again at a later date.

5. Paula reported that the Austin Park Fund has asked if we want to keep the account for Mary Baylor Clarksville Park open (our balance will be $0 when current improvement plans are complete.) Paula will ask if there is a fee associated with keeping it open.

6. Kim reminded the board of the upcoming election, to be held prior to the Annual Meeting. Current board members whose terms are expiring are Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas. All members will be notified of the election and given balloting information.

7. Kim reported that flyers will be delivered door-to-door with information about the Annual Meeting--Tuesday, April 19, 2022, 6:30 p.m.—as required in the bylaws.

 8. Mary brought up the idea of holding a celebration to mark the reopening of the Haskell House. It was decided that we will hold it in June. There will be live music, (thanks to Aubrey’s generosity), a petting zoo (thanks to payment made for the cancelled 2020 FunFest), and light refreshments. (Note: after the meeting, the date for the celebration was set for Sunday, June 26, 1-3 p.m.)

9. The following was discussed under Other Business: Mary has been in contact with the Google Fiber community affairs department to see about getting Google Fiber installed at the Haskell House. Internet access will be necessary when the Haskell House begins operating as a museum. Should we not be able to get a deal with Google Fiber, she’ll contact other providers

10. The board met in Executive Session to discuss tenant issues.

Minutes from Finance & Operations Committee Meeting on March 10, 2022

Attending: Paula Hern and Mary Reed, CCDC President

1. At the last minute, BJ was unable to attend the meeting because of the death of a friend. Therefore, Mary asked Paula if she had any questions about the financials for February. Paula asked about the $9.00 owed by one of the tenants at 1729 West 11th Street. Mary told her that she would ask BJ about it. 

2. Mary reviewed the status of the OWANA-funded project at 1011 Charlotte Street – waiting for permits – the construction project at 1611 West 10th – building starting to look like a house and Kim just submitted a 3rd reimbursement request to the AHFC – and the Haskell House work – new roof to go on later this month. Also, Mary is about to submit the CCDC’s second and final reimbursement request to the Heritage Tourism grant people and earlier this month, submitted a reimbursement request to PARD.

Minutes, February 15, 2022

Minutes from the February 15, 2022 Clarksville CDC Monthly Meeting 

(Meeting held via Zoom)

Board members in attendance: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, Gregory Tran.

Others in attendance: Brad Prak, Prak Property Management (PPM)

1. On a motion by Paula, seconded by BJ, the minutes from the November 16, 2021 monthly board meeting were approved.

On a motion by BJ, seconded by Paula, the minutes from the January 18, 2022 monthly board meeting were approved.

2. BJ presented the monthly financial reports. We ended the month with $8000 in our checking account, $126,000 in our money market account.

Our annual audit will begin this month. Our mid-year switch from QuickBooks to PPM’s accounting system will present challenges to the process.

The Finance and Operations Committee did not meet this month.

3. The following monthly property reports were presented:

a. CCDC properties managed by Prak Property Management—The Board discussed the enforcement of tenancy rules and voted to take action. Brad reported that PPM’s new software system will go live this month. In response to a question, Brad stated that due to COVID-concerns, only the most pressing interior repairs are being done (safety items and issues reported by tenants.) Exterior repairs have slowed due to weather, but are expected to pick back up. Gutters need to be addressed. These will be expensive.

b. New construction at 1611 W. 10th Street—Kim reported that framing is almost complete. She, BJ, & Mary have a meeting scheduled with American YouthWorks (project general contractor) to discuss cost projections. Currently, the revised budget has allocated the $15,000 contingency of the original budget to line items. All material costs are higher than the original budget anticipated. It’s expected that the project will exceed the budget. We are looking into additional funding sources, including a grant opportunity through Bank of America.

c. Grant-funded repairs to the Haskell House—Mary reported that the work contracted by Phoenix 1 is complete. We have received a portion of the reimbursement funds from the Heritage Grant. The remainder will be requested soon. We also will be receiving reimbursement for some expenses from City Parks and Recreation (PARD.) A new roof will be installed in late March. This project will be a PARD project, with no financial involvement on the part of CCDC.

d. Renovation projects funded by OWANA funds—Mary reported that the permit application for the replacement of the 1011 Charlotte stairs in pending.

4.   Brad has shared with the Board a draft Tenant Selection Plan document. Mary and Malcolm will work with Brad to fine-tune the document. Board members should share their comments on the draft with the Mary, Malcolm, and Brad.

5. The discussion of the CCDC rent structure was postponed until next month.

6. Paula reported that corporate volunteers working with the Austin Parks Foundation will spread mulch at Mary Baylor Clarksville Park on February 20. She hopes that the line painting project (basketball and pickleball courts) will be done in March. This project will be paid for by non-CCDC funds allocated to the park.

7. The Board decided that it is time to return to in-person meetings. The March 15, 2022 Board meeting will be held at the Haskell House.

8. The Board decided to re-open the Haskell House to visitors in June, assuming COVID conditions allow. The house will be open one day a month.  

9. Discussed under “Other Business”

The City Council will be considering a resolution to rename Confederate Street after Maggie Mayes, early Clarksville resident. Mary has spoken with Councilmember Tovo’s office about correcting the resolution to note that Confederate Street is near Clarksville, but not in it. “Community Impact” contacted Mary for information about Maggie Mayes.

10. The Board did not meet in Executive Session.

Minutes, January 18, 2022

Minutes from the January 18, 2022 Clarksville CDC Monthly Meeting 

(Meeting held via Zoom)

Board members in attendance: Aly Byatt, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas.

Others in attendance: Brad Prak, Prak Property Management (PPM)

1.     The minutes from the November 16, 2021 monthly board meeting were not available. Approval will be on the February agenda.

2.     BJ presented the monthly and quarterly financial reports.

The monthly report shows an error in the management fee charged. This amount will be credited. The report shows a large monthly deficit, due to the inclusion of 1611 W. 10th construction and Haskell House repair expenses. Some of these expenses are eligible for reimbursement, others will be covered by ear-marked Money Market funds.

Revenue is on target for the first quarter, with the exception of projected utility reimbursements.

There is a billing issue with some of the CCDC properties which share meters and the bills are in CCDC’s name. Balances are accumulating but are not being credited to monthly bills. Fix requires removing these properties from “budget billing” until the balance is gone. Accounts can then be switched back. BJ will address this.

Minutes from the January 13, 2022 Finance and Operation Committee meeting appear at the end of these minutes.

3.     Monthly property reports.

a.     CCDC properties managed by Prak Property Management: Brad reported that the month was “uneventful.” Due to the Omicron surge, only essential items are being addressed. Expenses mostly related to purchase of smoke detectors and a/c filters.

b.     New construction at 1611 W. 10th Street: Kim reported that the foundation pour is complete and framing has begun.

c.     Grant-funded repairs to the Haskell House: Mary reported that Phoenix 1 has completed their work and everything looks great. She will soon begin submitting Heritage Grant reimbursement requests. CCDC will be billed for additional work needed to complete all repairs. Those costs will be reimbursed by City Parks & Recreation.

d.     Renovation projects funded by OWANA funds: Required pre-construction work, including permit application, is moving ahead on the 1011 Charlotte stair reconstruction project. Construction should take place in February.

4.     Mary reported on the Board Work Session held earlier on January 18, 2022 involving immediate and longer-term issues related to CCDC’s rental properties. Plans and proposals prepared by PPM were discussed.. The Board requested additional information which Brad will provide as soon as it is available. Everyone agreed that we must have the ability to maintain our properties. Discussions will continue.

5.     Paula reported that the January volunteer day at Mary Baylor Clarksville Park has been postponed due to COVID but will be rescheduled. She met with Judy, the Community Gardener spearheading the Neighborhood Center beautification project, to discuss plans. Work the will take place in the spring.

6.     No Other Business was discussed.

7.     The Board did not meet in Executive Session.

Actions taken via Electronic Vote:

On December 12, 2021, the board voted to authorize Kim O’Brien, CCDC secretary, to open an account with Builders First Source so that the cost of the lumber for 1611 W. 10th can be charged directly to the CCDC. This matter was time-sensitive and could not wait until the January meeting.

On December 16, 2021, the board voted to authorize Mary Reed, CCDC president, to enter into an agreement with Chem Free for termite monitoring at the Haskell House. Initial cost is $325.00, $95.00 each subsequent quarter. Our use agreement with the City requires termite monitoring. We can submit invoices to PARD for reimbursement. This matter was time-sensitive and could not wait until the January meeting.

On January 6, 2022, the board approved a change order to amend the contract with Phoenix One, contractor performing repairs at the Haskell House, for a change order in the amount of $9,254.05 to repair additional damage found when existing siding was removed. After completion, this cost will be reimbursed by the City of Austin. This matter was time-sensitive and could not wait until the January meeting.  

Minutes from Finance & Operations Committee Meeting on January 13th, 2022

Attending: BJ Friedman, CCDC Treasurer, Paula Hern, Mary Reed, CCDC President, Chris Thomas, CCDC Vice President

1.     The committee reviewed the financials for December. Included among them was a new document labeled P & L by Class, which showed revenues and expenses by property. The committee liked the document but one property was mislabeled 1708 West 11th, when it should probably be 1708 West 10th and there was a question about how the grounds contract expense had been allocated among our properties because there are big disparities among some of the addresses. Also, Mary said that it would be helpful if the information were presented by unit when a property is a duplex. Mary said she would contact Brad and Linda about these things.

2.     Also, for the first time, BJ shared copies of all of the cancelled checks that Prak had written in December on behalf of the CCDC. Mary suggested that Prak write the address and unit # in the subject line of all checks that are for a specific property. She will contact Brad and Linda about this. Also, she had questions about some specific checks. She will share them with BJ. 

3.     Mary provided status reports on all of the CCDC’s projects – 1611 West 10th, 1011 Charlotte and the Haskell House.

4.     BJ told the Committee that the CCDC has a substantial utility credit balance with the COA for 1729 West 11th and that she had a call into the office to find out how to get that credit applied to the account for that property. During the Committee’s meeting, Utility Customer Service called BJ and so she left the meeting to talk with them. BJ later reported that in order to get the credit balance applied to the account, she had to remove 1729 from budget billing. Once the credit has been applied, she will re-enroll 1729 in budget billing.