Annual Meeting Minutes, April 16, 2024

Minutes from the April 16, 2024 Clarksville CDC Annual Meeting of the Members

The meeting was held at the Haskell House.

Board members present: BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Thomas Schiefer, Chris Thomas, Gregory Tran

Others Present: Jon Montgomery, Kathleen Ellis, Znobea Williams, Felecia Miller, Vanessa Lively, Eric Fox, Kristin Fox, Karen Kennard, John O'Brien, Randi Shade, Katie Van Dyke, Brad Prak

1.              Presentation of the “2023 State of the CCDC” Annual Report

CCDC President Mary Reed was out of the country. CCDC Vice-president Chris Thomas read her report, which is attached at the end of these minutes.

2.              Presentation regarding the CCDC’s Financial Status.

CCDC Treasurer BJ Friedman presented her 2023 Financial Report. It is attached to the end of these minutes.

Discussion following:

·      A member shared information about available City of Austin grants (Elevate and Nexus) that might be sources for Haskell House events. This information will be shared with the Haskell House Advisory Group.

3.              Presentation regarding the CCDC’s housing program.

Brad Prak, Prak Property Management (PPM), CCDC’s property manager, reported that a highlight of the past year was a collaboration with Paul Balmuth & Associates, who evaluated all of our existing properties, noted needed repairs, and provided cost estimates. The biggest priorities were tackled first—foundation repairs at 2 of our properties. (These projects were completed in the early months of 2024, paid for by private donations and a grant from the Texas State Affordable Housing Corporation.) We will continue to move down the list of large repairs, utilizing existing funds while also continuing to explore additional funding sources. Brad reported on internal systems that have been put in place to assist tenants, including allowing them to pay their rent and place work orders online. Also, PPM provides tenants the option of utilizing “Credit Builder”—a service than can assist them in improving their credit ratings.

In response to a question about setting rent rates, Brad responded that for current tenants, income is always assessed and considered when considering an increase. 

The Board thanked Brad and the staff of PPM for raising the level of professionalism and service provided to both our tenants and the maintenance of our properties.

Discussion following:

·      A question was raised regarding what tenants we are serving. In the past, it was pointed out, CCDC housing served former Clarksville residents who had been displaced. When and how did the the current policy—renting to families with children under the age of 18—go into effect? The response was that CCDC has rented to families for quite some time now. The exact time the policy went into place could not be remembered, but long-term board members said at least 15 years, perhaps longer. The policy shifted because when vacancies occurred, we could not identify former Clarksville residents who income-qualified and were interested in returning. The decision to rent to families with minor children was made to take advantage of our proximity to Mathews and its feeder schools, providing increased access to high-quality schools to low-income children.

·      Members in attendance asked about how CCDC vacancies are posted. Response: through the Housing Authorities and non-profits with clients looking for housing. Suggestions were made of ways to spread our net wider, in hopes of getting word of vacancies to former Clarksville residents.

·      It was asked if CCDC has a prioritized list of need repairs for our properties. Brad responded that we do.

4.              Announcement of Election Results.

BJ Friedman, acting as Election Administrator.

Note: Prior to the noon deadline for ballots to be submitted, Katie Crago Blanton withdrew from the race. Her votes were not counted. 

BJ was assisted in tabulating the ballots by board member Gregory Tran.

A total of 97 valid ballots were counted. There were 4 ballots from folks who were not members of the CCDC. There were 2 ballots that were blank. 

Kristin Fox.                  31

Malcolm Greenstein    64

Paula Hern                   76

Karen Kennard            31

Kim O'Brien                70

Mary Reed                   67

Randi Shade                 37

Chris Thomas               55

BJ thanked everyone who ran and voted, commenting that it was great to have such a great turnout and also to have new people who are clearly interested in participating in the governance and function of the CCDC.

Note: In the lead up to the election, 76 new members joined the CCDC, bringing total membership to 184.

A General Discussion following the conclusion of business focused on creating ways to increase involvement in CCDC operations.

Suggestions included:

·      Set up committees

·      Find ways that people/members can participate in ways beyond helping at events

·      Expand our talent pool by reaching out to members and availing ourselves of their skills

·      Consider a different meeting time. 6:30 is a hard time for people with children to get involved.

·      Give voice to people who “are not at the table.”

2023 Annual Report

Submitted by Mary Reed, CCDC President

2023 was full of accomplishments, but it was also dominated by worries about money, namely where the money would come from to pay for the many, often expensive, property repairs the CCDC needed to make. They existed because unbeknownst to the CCDC board, the organization’s previous property manager been not been diligent about identifying and addressing needed repairs.

For months we grappled with where the repair money would come from. We explored whether an organization might give us the money in the form of a grant; brainstormed with individuals in the affordable housing, real estate and development fields about our options; considered selling the Neighborhood Center to raise the money and held a Special Called Meeting to discuss this possibility; and considered funding the repairs with money from the Austin Housing Finance Corporation. During this process we learned that most affordable housing grantors want to fund the construction of new housing, not fund repairs to existing housing. We also decided that taking money from the City came with conditions that the board and the CCDC’s property management firm did not believe were good for the long-term viability of the CCDC’s affordable housing program. And we concluded that selling the Center was our option of last resort.

As the year wore on, things began to look up a bit. For starters, John Henneberger with Texas Housers asked Paul Balmuth with PB Construction to assess the CCDC’s properties and come up with good cost estimates for addressing all needed repairs. After inspecting the CCDC’s properties, Paul estimated that the cost would be close to $400,000, which, while still a lot, was considerably less than the $1 million dollar figure we had been working with. Also, the Texas Affordable Housing Corporation gave us $10,000 to spend on repairs at 1817A West 10th and a board member said they would donate $20,000 to that same cause. In addition, we received a $50,000 unrestricted donation from an anonymous donor. All of that, combined with the wise and carefully-considered financial decisions the board made in consultation with Prak Property Management, the company that manages our properties and maintains our books, meant that we ended 2023 feeling a lot more positive.

Also, earlier in 2023, Kim O’Brien spearheaded the CCDC’s first participation in Amplify Austin’s “I Live Here I Give Here” citywide fundraising campaign. We set a goal of raising $10,000 and raised $9,122, but after qualifying for a couple matches, the total amount we raised was close to $11,000. The CCDC used all of that money to help support its affordable housing program.

Meanwhile we hosted another successful ice cream social, and there was a stunning upset in the homemade ice cream competition: 14-year-old Beckett Raftus beat perennial competition winner Gregory Tran. I think we all look forward to this year’s rematch.

We also co-hosted our annual Christmas Caroling party with OWANA. This year’s party, which featured “snow,” holiday crafts, food and beverages, followed by caroling at the Haskell House and around the neighborhood, was our biggest party ever.

Last year, the CCDC focused a lot of its efforts on the Haskell House. For example, the House was part of Austin Museum Day for the first time with live music, fun activities for kids, including Haskell House jigsaw puzzles, cookies and lemonade. The House was open all afternoon and many people from all around Austin visited the House for the first time and learned about Clarksville’s history. 

We also began Clarksville Conversations: Sundays at the Haskell House to help promote the House. Clarksville Conversations is a quarterly speaker series that focuses on Clarksville history, gardening and current issues of interest to the neighborhood. Our first speakers in the series were Jessica Gilzow with PARD, who spoke about how to plant a pollinator garden, and State Rep. Gina Hinojosa, who provided a wrap up of the 88th State of Texas legislative session. By the end of the year, the CCDC had already nailed down its 2024 speakers.

And the CCDC established the Haskell House Advisory Group to give descendants of former Clarksville residents, like Charles Clark and Hezikiah Haskell, as well as people of color with an interest in Clarksville history, the opportunity to help tell Clarksville’s story, initiate projects to enrich the experience of visitors to the House, and help the CCDC market the House and events happening there to Austin’s African American community. We also hoped that members of the Advisory Group would become docents, which would diversify our pool of docents.   

Our efforts to promote the Haskell House paid off in 2023. In 2022, just 105 people visited the House, but last year we had 431 visitors. However, this is an understatement because some visitors to the House do not sign the Haskell House login sheet. We are happy especially pleased with the visitor increase considering that virtually no one visited in July and August due to the brutally hot temperatures.

Also in 2023, several groups of Mathews 4th graders visited the House as part of their Texas history curriculum. They were fascinated by what they learned about early Clarksville and by the photos in the House. Some of them also got to be part of a documentary about the House that PARD had commissioned.

Also, during 2023:

 • We totally redid the CCDC’s website to make it more dynamic, engaging and informative and became active on Facebook and Instagram.

• CCDC board member Paula Hern joined OWANA’s Steering Committee. Her attendance at the Committee’s meetings will help strengthen the relationship between the two organizations.

• Kim O’Brien joined OWANA’s zoning committee. Her participation at committee meetings is especially important in light of the developments planned for West Lynn.

• The CCDC hosted a meeting for neighbors to hear from Zydeco Development, who now owns the property on the east side of West Lynn from 12th Street to Café Medici. At the meeting, residents learned about Zydeco’s plans for that area, shared their concerns and got their questions answered.

• And finally in 2023, the CCDC continued to face obstacles – mostly city-created – to getting its project at 1611 West 10th completed, and the organization filed a lawsuit against the first contractor hired to pour the driveway there. That contractor took our money and disappeared.

2022-2023 Annual Financial Report

Submitted by BJ Friedman, CCDC Treasurer

This report covers the Fiscal Year Oct 2022-Sept 2023. I am happy to report that our finances are in much better condition than they in FY 2021-22.

As usual, our biggest source of income came from rents. The 2022-23 fiscal year saw $212,400 coming from rents on our 11 properties.

Another plus, we received an anonymous gift of $50,000 in February 2023. With Kim and Mary developing an incredible marketing blitz, we made our first foray to raise money through the “I Live Here, I Give Here” campaign. That project brought us a little over $10,000 in donations, largely from folks who had never before contributed to the CCDC. Because of this big gift, an influx of new money, as well as several other large donations totally around $5000, we have been able to begin to make much needed repairs to our properties.

Another source of new, although limited income, has come from the opening of the Haskell House as a museum. With the renovations to the house, we have held all CCDC events there, which has resulted in another source of income – about $3000 last FY.

Construction of the house at 1611 W 10th brought in about $45,000 in revenue from reimbursements from our “grant”. These reimbursements are for expenses we have incurred to construct the house. Kim will provide more details later.

Another grant for $10,000 was obtained to help with repairs at our property at 1817 W 10th St. A board member has also pledged a significant amount of money to repair this property. These repairs have begun in the current fiscal year.

Based on donations, grants, gifts, and excellent financial and property management by Prak Property Management, we were able to begin to remedy the neglect and mismanagement by a former property manager and to avoid the sale of the Pauline Brown Community Center.

Our greatest expenses are for our property management company, Prak Property Management fees, employee expenses, and maintenance and repair costs. The construction costs for the new house at 1611 W 10th were about $42,000. Other large expenses included $44,000 for roof repairs, partially offset by insurance, and $21,000 for property and liability insurance. 

Minutes, March 19, 2024

Minutes from the March 19, 2024 Clarksville CDC Monthly Meeting

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

Others present: Felicia Miller, Otisha Montgomery

1.     Approval of minutes from the February 20, 2024 monthly meeting.

On a motion made by BJ, seconded by Paula, the minutes were approved.

2.     Presentation of monthly financial reports. Brad Prak, Prak Property Management.

Brad was unable to attend the meeting. Mary presented his report. Our monthly financials showed a significant loss due to the foundation repairs done to 2 properties. (Note: we have money designated in reserves to cover these costs. Money will be transferred when all work is complete.)

The Finance & Operations Committee did not meet this month.

3.     Monthly property reports:

a.     CCDC properties managed by Prak Property Management.

Beyond the substantial repairs described above, there were no issues to discuss.

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

Kim reported that progress at 1611 remains stymied. AYW has provided City officials with all requested information, but the required permit to pour the driveway has yet to be issued. There may be hope on the horizon, though. Our contact in the City Housing Department has offered to intervene on our behalf—a request that we first made almost a year ago. Perhaps they will be able to break through the bureaucracy. Thomas mentioned that he has a friend who is a permit expediter. If the Housing Department is unsuccessful, Kim will contact him. Regarding the pending lawsuit with Tony Brown, the original concrete subcontractor, Malcom is in negotiations with his lawyer to reach a settlement.

4.     Report on results of SVP Austin survey, recommendations, and suggested responses.

Mary gave a summary of SVP Austin’s key recommendations, the most significant being that there needs to be a greater clarity of roles within the organization, and more board members involved in the organization’s activities. SVP recommended designating “point persons” for each of our missions: housing, community building, and heritage. SVP included financial projections showing that within 3 years, CCDC will have a healthy cash flow. The projections rely on vigorous fundraising and steadily increasing rents.

SVP also recommended the creation of a separate Clarksville Heritage Commission. The board agreed that this is not a recommendation we want to pursue at this time.

Going forward, Mary recommended that the board discuss this fully in a future meeting. A specific point is that we need to define “community building.” Mary wants board members to respond to what they thought community building meant when they responded to SVP’s survey, and beyond that, we need to reach a consensus on the definition.

Paula brought up the idea of future fundraising toward building an endowment in order to keep our rents affordable. It was agreed that this was an idea worth pursuing.

5.     Discussion of beginning CCDC bylaw revision process in May, including adding a provision to expand the size of the Board of Directors to include descendants of Clarksville founders.

Kim reminded the Board that last fall the Board agreed to postpone revising our bylaws, which were adopted in 2011, until SVP Austin has reviewed our operations and made their recommendations. Now that we have received their recommendations, we can begin moving forward on revising the bylaws. The recommendation was made to begin reviewing the current bylaws in May, with a goal of completing the revision by the end of the summer, and calling the required Special Meeting for adoption before the end of the year.

6.     Report on Amplify Austin Day fundraising. Kim O’Brien.

CCDC raised $4401 on Amplify Austin Day, far less than what we raised last year in our initial outing, but money we are happy to have. We received money from many new donors this year, which is good news. And we will be receiving at least an additional $1,900 in the coming months from an Amplify Austin day-related match from the Reissa Foundation.  A detailed report appears at the end of the minutes.

The board and others attending the meeting discussed various future fundraising ideas, including holding a Rally Day, specifically for the neighborhood, and identifying a fundraiser (a board member or CCDC member, or perhaps hiring someone) to conduct a campaign. Also discussed was expanding CCDC membership beyond our geographic boundaries, and soliciting business ads for our newsletters. It was suggested that we look toward OWANA (who charges for membership) and how they get people invested in what they do.

7.     Reminder of upcoming Annual Meeting (April 16, 2024) and Board of Director election.

Kim reported that a flyer will be delivered to all Clarksville households over the upcoming weekend with information about the Annual Meeting, membership, and running for the board (along with other info about CCDC events, accomplishments, and actions. The deadline for expressing interest in being included on the ballot is Friday, March 29. The deadline for receiving Membership Applications (in order to be eligible to serve on the Board &/or vote in 2024 election) is Tuesday, April 2.

Voting will be conducted online only. Ballots will be sent to Members around Friday, April 5. The deadline for ballot return will be noon on Tuesday April 16. The Annual Meeting will take place at 6:30 p.m., Tuesday, April 16. Election results will be announced. The monthly meeting will take place upon adjournment.

8.     Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.  

No news was reported.

9.     Other Business.

No Other Business was discussed.

10.  Executive Session.

The board did not meet in Executive Session.

Report on CCDC’s participation in Amplify Austin Day 2024

            (Prepared by Kim K. O’Brien)

Good news:

·      59% of our donors are returning donors

·      41% of our donors are new donors

·      Only 1 of the new donors was on our email list. Other 10 learned of us in some other way.

·      In addition to money raised so far, we have received or will receive the following contributions

o   $1900 match from the Reissa Foundation

o   Small amount from matches with Lee & Roger Kintzel and the Shields-Ayer Foundation

o   $500 from a donor who did not want to go through Amplify

o   Additional donation from a donor who did not go through Amplify (amount unknown; picking up the check on Thursday)

o   $200 from Shawnton Haskell-Hankins will come later this year, but was inspired by Amplify reach out.

·      Of the approximate 200 recipients on our email lists, only 3 unsubscribed.

Less than good news:

·      We raised far less money this year ($4011 in 2024 compared to $9122 in 2023), with far fewer donors (11 in 2024 compared to 61 in 2023)

Known Factors:

·      We raised $1150 in November and December 2023 through first-ever Giving Day and end-of-the-year fundraising appeals. 75% of those who gave also had donated to Amplify 2023. Only 2 gave again to Amplify 2024.

·      This was the first time we utilized the email marketing associated with our website. It’s likely that many of our emails ended up in Spam folders—delivery rate was high, 99%; opening rate only 51%-62%.

Unknown/Unproven/Just Guessing Factors:

·      Donor overwhelm: My email box was filled with Amplify asks. I didn’t open most of them (and a confession: most of those that I did, I was looking at what they were sending in order to “lift” copy.)

·      Amplify happened at the same time as the primary election. Another big financial & emotional draw.

Take-aways:

·      Membership in I Live Here I Give Here, Amplify’s sponsor organization, costs us $350/year. This provides us with our on-line donation platform (which has excellent support.)

·      We would not have raised $4K+ without participating in Amplify

·      We would not be getting $1.9K from the Reissa Foundation without participating in Amplify

·      We somehow reached 10 new donors. Some of these came from Board member contacts and at least one is a Community Gardener, but others came about otherwise. Amplify is a known product which gives us additional legitimacy.

Minutes, February 20, 2024

Minutes from the February 20, 2024 Clarksville CDC Monthly Meeting

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

Others attending: Brad Prak (via phone)

1.     Approval of minutes from the January 16, 2024 monthly meeting. Kim O’Brien.

On a motion by  Paula, seconded by BJ, the minutes were approved as amended.

2.     Presentation of monthly financial reports. Brad Prak, Prak Property Management.

Brad reported that in January we had $7960 in lost rent revenue, due to vacancies (discussed under Agenda Item #4.) Total expenses were high, $65,000, which includes $36,000 for foundation work on 1009 Charlotte. Monthly profit/loss shows a loss of $51,000, but year-to-date, we are only down $4700 (primarily due to donations received.) We currently have high tenant receivables. Some tenants are on payment plans, some is bad debt.

The minutes from the February 15, 2024 Finance and Operations Committee meeting appear at the end of these minutes.

3.     Monthly property reports:

a.     CCDC properties managed by Prak Property Management. Brad Prak.

Brad reported that work on 1708 A W. 10th has begun and is anticipated to be complete by mid-April. Foundation repair costs will show in next month’s accounting. This work is being paid by a grant from the Texas State Affordable Housing Corporation (TSAHC) and a generous donation by Paula Hern.

b.      New construction at 1611 W. 10th Street. Kim O’Brien.

Kim reported that Ashley with American YouthWorks/AYW met with City permitting officials to determine what’s holding up the needed driveway permit. Apparently the current sub-contractor was rejected because the previous sub-contractor’s permit was still in the system. That has now been removed and the current sub is filing again.

It is looking like 1611 will benefit from a new AYW solar installation training program. We will receive solar panels at no cost to us. Specific details will be shared as they become available.

4.     Report on current vacancies. Brad Prak.

Brad reported that for a variety of reasons, we have an unusually high number of vacancies. Some are due to tenant turnover, 1 is vacant due to needed foundation work (now completed). Another is a unit with extensive repairs slated. The Neighborhood Center is also vacant. Make-readies are underway on the units not awaiting repair work, and we are looking for a tenant for the Neighborhood Center. Brad thinks that by mid-March the units will start to fill, with most filled by the end of April.

5.     Report on efforts to obtain needed repair funding. Mary Reed.

Mary reported that we are waiting to hear from a foundation regarding a funding request. We also are considering applications to the Bank of America Foundation and TSAHC.

6.     Discussion of Amplify Austin Day fundraising campaign (Amplify Austin Day, March 6-7.) Kim O’Brien.

Kim reported that the Early Giving portion of Amplify Austin Day has begun. This year we are utilizing the email marketing function of our website to send email requests to potential donors. The first of 3 projected emails has been sent. She reminded the board that CCDC has qualified for 2 Amplify matches from the Shield-Ayers Foundation and Lee & Roger Kintzel. These will be divided between the 15 Housing, Shelter, & Homelessness organizations, with the total  distributed pro-rata, depending on total raised. We will not get a big amount. But we also will receive a $1,900 donation from the Reissa Foundation. This is not a match. They select specific housing organizations. Last year, 31% of our givers were CCDC members (including board members) who gave 31% of total (appx $9,000); 57% of givers had a personal relationship to Board members, who gave 61% of total. The Board is encouraged to make personal appeal to their networks.

7.     Report on upcoming Board of Director election. Kim O’Brien.

Kim shared the following information:

·      5 positions up for election, positions currently held by Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas.

·      Deadline for expressing interest in being included on the ballot: Friday, March 29

·      Deadline for receiving Membership Applications (in order to be eligible to serve on the Board &/or vote in 2024 election): Tuesday, April 2

·      Voting (conducted online only)

o   Ballots sent to Members: Friday, April 5

o   Deadline for ballot return: Tuesday April 16, noon

·      Annual Meeting: Tuesday, April 16, 6:30 p.m.

Election results will be announced.

Monthly meeting will take place upon adjournment.

8.     Report on February 10, 2024 Clarksville Conversation: “The Importance of African American Family History – Lost and Found.” Mary Reed.

Mary reported that despite the downpour right before the event started, 50+ people attended, largely African Americans. Pastor Manning was great, engaging. Lydia was a moving and informative speaker. The audience had many questions. The event ended with everyone joining hands and singing “We Shall Overcome.” Afterward, people hung around. Bob Ward, with the Travis County Historical Commission, had a table, collecting names from people with information about Freedom Colonies.

As a result of this event, a networking group is forming to coordinate and share information between organizations. An African American Roundtable has been established.

9.     Report from OWANA Steering Committee. Paula Hern.

Paula reported that Zoning issues dominated the recent Steering Committee meeting, primarily the proposed project at W. 12th and West Lynn. The Steering Committee is scheduled to vote tomorrow whether to approve the proposed Restrictive Covenant for the property, which was recommended by the OWANA Zoning Committee..

She also reported that there will be another Music in the Park event on March 2 which is also an It’s My Park day so there will be volunteers there in the morning.

10.  Report from OWANA Zoning Committee (1115 West Lynn [Nau’s, etc.], 1209 W. 5th Street [Hartland Plaza].) Kim O’Brien.

Discussed under the previous agenda item.

11.  Other Business.

No Other Business was discussed.

12.  Executive Session, if necessary.

The Board did not meet in Executive Session.

Action taken via Electronic Vote: On January 22, 2024, the board unanimously voted to approve the 2023 Audited Financial Statement, which contained no findings. The matter was time-sensitive and could not wait until the February meeting.

Minutes from the Finance and Operation Committee Meeting, February 15, 2024

Attendees: Mary Reed, BJ Friedman, Chris Thomas

1. BJ reviewed the January financials.

2. Mary read Kim’s email update about 1611 West 10 th to BJ and Chris. In it Kim reported that the City rejected the permit application submitted by our new concrete contractor and city staff have failed to any of the requests made by Ashley Rodriguez with American Youth Works (AYW) as to why the application was rejected. Therefore, Ashley and the concrete contractor were headed to the city offices to try to get an answer in person. Meanwhile, AYW will complete all of the remaining items on the 1611 to-do list while we remain in permitting limbo. On a happier note, 1611 is slated to get free solar as part of a program between AYW and a solar company.

3. Mary asked BJ and Chris about their thoughts regarding the need for a French drain at 1611. Chris said he did not think one is needed and they decided that for now the CCDC should not incur the cost of installing the drain and that it can happen later if necessary.

4. Regarding the lawsuit related to 1611, Malcolm is still waiting for information from the defendant’s attorney.

5. Mary provided an update on the status of the CCDC’s many vacant units. She also noted that she and Brad had discussed how to handle the request of the tenant at 1009A for a couple months extension of her lease. (She no longer is eligible to be a CCDC tenant due to the age of her daughters.) Brad and Mary agreed that even though it’s against CCDC policy, the tenant should be able to stay on a little longer because we need her rent revenue and because she is also paying off an arrearage and we are more likely to receive her payments if she is still a CCDC tenant.

Minutes, January 16, 2024

Minutes from the January 16, 2024 Clarksville CDC Monthly Meeting

Due to extreme cold weather, the meeting was held via Zoom.

Board members present: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Thomas Schiefer, Chris Thomas, Gregory Tran

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

Board president Mary Reed was unable to attend the meeting. Vice-president Chris Thomas presided over the meeting in her absence.

1.     Approval of minutes from the November 21, 2023 monthly meeting. Kim O’Brien.

On a motion by BJ, seconded by Chris, the minutes were approved as corrected.

2.     Presentation of monthly financial reports. Brad Prak, PPM. Brad reported that we are experiencing a higher than usual vacancy rate which will have an impact on revenue. On the plus side, we received a $50,000 anonymous donation. Expenses are routine, but expect to see make-ready expenses in January. Utilities will also go up, as CCDC takes over utility payments for vacant units.

Brad reported of attempted fraud on our Frost Bank account. Frost caught it, so we lost no money, but had to close existing accounts and reopen new ones (Frost’s suggestion.) We’ve also included some additional safety measures, per Frost’s suggestions.

3.     Monthly property reports:

a.     CCDC properties managed by Prak Property Management. Brad Prak. Brad reported that we have experienced no freeze-related issues so far. PPM prepped ahead of time. As mentioned above, we are experiencing a number of vacancies—4 units plus the Neighborhood Center. One unit will be used to house W. 10th Street tenants while their unit is being rehabbed. Regarding the W. 10th Street tenants, they are due to relocate this week, weather permitting. Another empty unit—1009B Charlotte—will remain empty for a few months, awaiting the tenant in the A unit to move (move is planned) so that the foundation of 1009 Charlotte can be leveled.

b.      New construction at 1611 W. 10th Street. Kim O’Brien. Kim reported that we received our long-awaited ROW License on December 12, 2023. We’re now waiting for our concrete subcontractor to obtain the needed permit for the driveway to be completed.

4.     Report on efforts to obtain needed repair funding. Mary Reed. Mary was unable to attend the meeting, but submitted the following report via email:

“Last Summer the CCDC board held a special called meeting to discuss the organization’s financial needs and whether to sell the Neighborhood Center. We agreed that I would report back as to where we were in 6 months. This is my report.

To date, we have not identified any new sources of big money to finance repairs to our properties aside from the ones we explored to no avail last year. Also, it’s my impression that the board continues to view the sale of the Center as a last-ditch option. Furthermore, based on developments that occurred after that meeting all of which are summarized in this report, selling the Center seems to be less pressing. 

Also, although I am fairly sure that we would be able to get RHDA $ from the City to pay for the cost of property repairs, Kim BJ, Brad and I are extremely reluctant to pursue these funds. For starters, the application process would be arduous. It’s arduous when asking for $ for just one property, but when multiple properties are involved it becomes a herculean effort. Second, RHDA $ comes with strings attached that are unattractive and long-lasting. The most significant is that we would have to limit the amount of rent we could charge at any property that was improved with RHDA $. Also, there would be regular reporting and inspections by the COA for each property.

There is good news however!

• The total cost of the repairs needed is considerably less than what we feared last year – nowhere close to $1 million. Closer to $400,000 max. This fact takes some of the pressure off.

• We received an unexpected $50,000 donation late last year and that money coupled with other generous donations will allow us to tackle the big problems at our properties without drawing down our LOC.

• We received a $10,000 grant from the Texas Affordable Housing Corporation for repairs at 1817A West 10th, the property with the greatest needs.

Also, Aubrey has reached out to Tito’s for money; Kim is already laying the groundwork for a new and more robust I Live Here I Give Here fundraising effort this year; and she and I met recently to identify the grants we will go after this year – grants from the Bank of America Foundation and the Texas Affordable Housing Corporation, for example. And, we will probably ask HEB to cover the cost of the store-bought ice cream we will serve at this year’s ice cream social as well as the cones and cups.”

5.     Report on strategic planning initiative between CCDC and SVP Austin. Mary Reed. Mary was unable to attend the meeting, but circulated an email saying she has met with Robert Dye of SVP Austin to discuss some preliminary recommendations, and plans to meet with him again, before bringing information to the board. BJ also has been meeting with SVP Austin regarding financial recommendations.

6.     Report on end-of-year fundraising and potential 2024 funding opportunities, including Amplify Austin Day. Kim O’Brien. Kim reported that two 2023 end-of-year support requests raised $1,125 in donations. She also reported that CCDC will pursue grant opportunities with the Texas State Affordable Housing Coalition and the Bank of American Foundation for rehabilitation/repair funding for existing properties. CCDC will be participating in Amplify Austin Day, March 6-7. Discussion of Amplify Austin Day will be on next month’s agenda.

7.     Reminder of upcoming Clarksville Conversation: “The Importance of African American Family History – Lost and Found,” speaker: Lydia Moore, presented in conjunction with Sweet Home MBC. Saturday, February 10, 11 a.m., at Sweet Home.

Mary will share flyers with the board.

8.     Report from OWANA Steering Committee. Paula Hern. Paula reported that Chris Hurst is the new chair of the Steering Committee. Other new members joined the Committee in January, as well. Paula shared the Steering Committee’s discussion of nuisance problems related to the pickleball courts on the garage roof at Hartland Plaza, and Hartland Plaza’s plans to add an additional story of office space on top of the current garage.

9.     Report on W. 12th/West Lynn project (Nau’s, etc.) Kim O’Brien. Zydeco Development had 2 neighborhood meeting in December, has met with the OWANA zoning committee twice, and will likely be there again before the March OWANA Membership meeting. They have submitted concept plans to the City. These are focused on the 2 underground parking levels and the first 2 stories--detailing things like sidewalks, utility easements, etc. They will not ask Miro Rivera to draw any additional plans until they know that the City will approve what's included in the concept plan. They are hoping to have this plan reviewed in time for the March OWANA membership meeting. Issues of contention, so far, have concerned their intent to ask for CS (commercial) zoning for Eason Street (a precedent) and a variance to build to 60’ rather than currently approved 40’ (also a precedent.) Regarding the CS zoning on Eason, Zydeco plans for residential only on Eason, but must have CS because the underground garage will be both commercial & residential. Regarding the extra 20’ of height, it will only be on a portion of the project, and set back from Eason.

10.  Set ice cream social date. Potential dates will be shared with the Board via email. (NOTE: date was set via email, June 2.)

11.  Recap of CCDC/OWANA Holiday party. Paula Hern. Paula reported that the Holiday party was a great success. Many families were in attendance. The kids loved the snow and crafts. We received $270 in earring sales and donations. Costs were approximately $770. OWANA provided $200. It was decided that we should request a larger amount from OWANA going forward.

12.  Other Business. In Other Business, BJ presented our recently completed external audit—which had no findings. In order to give the Board time to look over the audit, the vote to approve will be taken electronically.  

13.  Executive Session, if necessary. The board did not meet in Executive Session.

The Board did not meet in December.

Minutes, November 21, 2023

Minutes from the November 21, 2023 Clarksville CDC Monthly Meeting

Board members present: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Mary Reed, Thomas Schiefer

Others present: Felecia Miller

1.     Approval of minutes from the October 17, 2023 monthly meeting.

On a motion by Malcom, seconded by Thomas, the minutes were approved.

2.     Presentation of monthly financial reports. Brad Prak, Prak Property Management.

Brad was unable to attend the meeting but presented the following written report: “The biggest challenges lie in vacancy.  We have had our tenant in the office/center move out at the end of Oct.  We also have lost the residents at 1009 B and 1007 B Charlotte and are losing our residents at 1729 A W. 11th as well at the end of Nov. This is a large amount of vacancy, coming to approximately $5,120 a month. The center needs some work in order to be leased out again as an office (has no kitchen).  We would hope to get the same $1,995 a month, but that may not be practical with lots of people working from home. The houses that are empty, we would lease up once available.  The first one will be 1729 A, as it doesn’t need any foundation work.  We would expect to lease this for $1,550 a month.   The other two, would be $1,350 (1009 B Charlotte) once its leveled and $1,200 (1007 B Charlotte) once the household from 1817 A is no longer temp living there.

Minutes from the November 11, 2023 Finance & Operations Committee meeting appear at the end of these minutes.

3.     Monthly property reports:

a.     CCDC properties managed by Prak Property Management.

Brad Prak was unable to attend the meeting but presented the following written report: “We are in the process of getting 1009 Charlotte's foundation leveled.  We also are in the process of 1817 A W. 10th tenants being relocated to 1007 B Charlotte temporarily while their house has the foundation leveled and other work performed.”

b.     New construction at 1611 W. 10th Street. Kim O’Brien.

Kim was unable to attend the meeting but presented the following written report: “We continue to wait for the City of Austin to issue the ROW permit needed to pour the driveway. Until we receive that, no work can take place. Legal action against the original concrete/driveway subcontractor is proceeding.”

4.     Report on efforts to obtain needed repair funding. Mary Reed. Mary reported that all materials have been compiled to create our comprehensive funding “ask.” Aubrey will reach out to Tito’s and BSM.

5.     Report on strategic planning initiative between CCDC and SVP Austin. Mary Reed.     Mary reported that the strategic planning initiative process is underway and will continue into the early months of 2024.

6.     Discussion of CCDC fundraising on Giving Tuesday (November 28.) Kim O’Brien.

Kim was not at the meeting but had shared the following information with the Board: “Next Tuesday, November 28, is the global Day of Giving. While CCDC will focus our fundraising campaign on Amplify Austin next Spring, we are doing a "soft" reach out to our mailing list for this Giving Day. I've attached a copy of the letter Mary sent out to CCDC members and supporters. In addition to the email, we'll likely have some mentions on social media & maybe a blog post. We're not expecting great returns, but any money we raise is a good thing. If you feel inclined to do a Day of Giving reach out to folks in your network, please do.”

7.     Consideration of donations requested for Haskell House rental. Mary Reed.

The Board decided to raise the requested donation amount for renting the Haskell House to $100 for the first hour, $50 for every following hour, or portion thereof.

8.     Update on Haskell House Advisory Group. Mary Reed.

Mary reported that there has been a positive response from the people who have been approached to serve on the HH Advisory Group. Their first meeting is anticipated to take place in early 2024.  

9.     Discussion of CCDC/OWANA Holiday party.

The party will take place on Sunday, December 17 at the Haskell House, with Paula coordinating activities and food. OWANA is contributing $200, CCDC will cover the remaining costs.

10.  Reminder of meeting to discuss proposed project at W. 12th/West Lynn (Nau’s, etc.  property) to be held Wednesday, December 6, 6:30 p.m., Haskell House. Mary Reed.

Mary reported that project developer Zydeco Development will also be presenting their plans at the OWANA General Membership Meeting on December 5 at 7:00 p.m.

11.  Other Business.

No other business was discussed.

12.  The board did not meet in Executive Session.

Minutes From the November 13, 2023Finance & Operations Committee Meeting 

1.     BJ and Mary reviewed the October financials.

2.     Mary reported that the City is still slowing down the process of completing 1611 West 10th Street. Ashley with American Youth Works has sent proof of fee payment to Luis Gamez in the Development Department, but we are still waiting for him to acknowledge the payment so that the new cement company can pull a permit to pour the driveway. Kim has asked Ashley for an estimate of when the work will be done, but has not got an answer yet.

3.     Mary reported that Prak has had an initial meeting with the Rays about their move to 1009B Charlotte and will be having another one soon.

4.     Malcolm has told Tony’s attorney that the CCDC will settle its lawsuit for $8,000. He has not heard back from the attorney yet.

5.     Mary and BJ discussed the fact that the CCDC is facing a lot of vacancies: 1007B Charlotte, 1817A West 10th once the tenants there move into 1009B Charlotte, and the Center. The vacancies will put a strain on the organization. The work at 1611 West 10th needs to get completed ASAP. 1007 cannot be released until the foundation there is repaired.

Minutes, October 17, 2023

Minutes from the October 17, 2023 Clarksville CDC Monthly Meeting

The meeting was held at the Haskell House.

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

1.     Approval of minutes from the September 19, 2023 monthly meeting.

On a motion by BJ, seconded by Chris, the minutes from September 19, 2023 were approved as corrected.

2.     Presentation of monthly financial reports. Brad Prak, Prak Property Management.

Brad was unable to attend the meeting. BJ reported that at the end of September, we had $107,724 in our money market account, and $95,546 in our checking account. The money market figure includes $10,000 received from the Texas State Affordable Housing Corporation for repairs to 1817A W. 10th Street. We ended the month $5,400 in the black.

The minutes from the October 13, 2023 Finance and Operations Committee meeting are at the end of these minutes.

3.     Monthly property reports:

a.     CCDC properties managed by Prak Property Management.

Brad Prak, PPM, was not at the meeting. Mary read Brad’s report which included the following: Major expenditures this month included an a/c replacement. Regarding repairs to 1817A W. 10th, through a grant and a donation, we have $30,000 of the approximately $55,000 needed. We will tap operating budget funds and/or our Line of Credit in order to proceed with this priority project, but plan to submit a request to the Austin Housing Finance Corporation during their next round of RHDA funding. Leases due to expire on November 1 are in the process of being renewed. We currently have 1 vacancy (tenant moved out at end of September,) and another unit coming vacant at the end of this month. Another tenant is scheduled to move out at the end of April because the children are now older than 18.

BJ noted that we will be drawing down on our Line of Credit to fund needed foundation repairs at 1007 Charlotte. The one bid we’ve received is $33,000. Brad is seeking an additional bid.

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

Kim reported that there was no news to report on the status of the permit needed to pour the driveway. Ashley Rodriguez, American Youthworks (AYW), was out of the office last week for training and did not respond to a request for an update. Malcom suggested an in-person meeting might break the log jam we’re experiencing with the City permitting staff. Kim will contact Ashley to set this up.

We also are awaiting information from AYW needed to settle our lawsuit with the original driveway subcontractor. Kim will follow up on this as well.

4.     Review of repair estimates.

A spreadsheet has been created detailing needed repairs on all CCDC properties. Total cost is approximately $324,000.

5.     Report on efforts to obtain needed repair funding.

A packet containing all pertinent information needed to share with potential funders is almost complete. Initial reach-outs should occur within the next month. The board was reminded that we promised to provide an update to the community the end of the year.

6.     Approval of FY 23-24 Budget.

On a motion by Chris, seconded by Paula, both the operating budget and a separate major repairs budget were unanimously approved.

7.     Discussion of postponing proposed bylaws revision. Mary Reed.

It was decided to postpone the planned bylaws revision process until we complete our strategic planning process with SVP Austin, it being likely that the process may require additional bylaw changes.

8.     Discussion of CCDC communication with members, supporters, and the neighborhood. Kim O’Brien.

Kim presented a proposed plan to improve CCDC communication and information sharing with both people already interested in the CCDC and persons with potential interest. The email will share upcoming events, news, and other information of interest. In addition to the email, we will deliver a similar bi-monthly newsletter door-to-door to all Clarksville homes. Through all of our events, and through the door-to-door flyers, we will attempt to capture additional subscribers to our email list. Providing regular communication will increase our visibility and get our story out there. Costs to cover this were included in the approved budget.

Board members suggested possible things to include: old Gold Dollar articles, “meet your neighbor” features, other neighborhood events beyond CCDC events. There was also a discussion of including paid advertising to offset costs. 

9.     Update on Haskell House Advisory Group. Mary Reed.

Mary reported that she and Stephanie Lang have identified a number of people interested in joining the 7-member Haskell House Advisory Group. It looks like it will get going this year.

10.  Report from the OWANA steering committee. Paula Hern.

Paula reported that there was discussion about continuing the practice of sharing the donated ACL passes donated to OWANA by C3 Productions with the CCDC. Ultimately, passes were shared and CCDC earned $1,250. Paula will try to find out the name of the ACL/C3 contact and see if going forward they will donate passes directly to the CCDC.

11.  Other Business.

The CCDC/OWANA holiday party was discussed. We need to pick at date.

12.  Executive Session, if necessary.

The board did not meet in Executive Session.

Minutes From F & O Committee Meeting on October 13, 2023

1.     BJ and Mary reviewed the financials.

2.     BJ and Mary reviewed the new FY budget.

3.     Mary reported that the driveway at 1611 has STILL not been poured and provided an update on the lawsuit.

4.     Mary and BJ discussed upcoming strategic planning process.

5.     Mary reported that the CCDC had made $1,250 from ACL wristband sales.

6.     Mary noted that Brad is looking for another foundation company because he wants to get a 2nd bid on fixing the foundation at 1007 Charlotte. Also, Mary and BJ discussed the need to tap the CCDC’s LOC to fund the cost.

Minutes, September 19, 2023

Minutes

 September 19, 2023 Clarksville CDC Monthly Meeting 

6:30 p.m.

Haskell House

1703 Waterston Avenue

Board Members Attending: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Mary Reed, Chris Thomas

Also Attending - Felecia Miller, Brad Prak

1.     Approval of minutes from the August 15, 2023 monthly meeting.

Paula moved and Malcolm seconded approval of the minutes from the August 15, 2023 monthly meeting. The motion passed unanimously.

2.     Monthly property reports:

a. Brad presented information regarding our properties. Two residents are moving out of 1007 Charlotte, one at the end of Oct, the other no longer has a child who is younger than 18. She will be given a 6-month lease with rent at the current lease terms to end in April.

1007 has foundation issues which will need to be repaired prior to renting these units. One bid came in at $33K for repair. We need another bid.

b. Brad presented August financial reports. We had a net income of $12,800 after major expenses for stairway repairs and water heater replacement. Another unit had the HVAC repaired, but will need to be replaced in the near future.

For the year, we have positive income of about 75K, most of which come from grant money.

c. A written report was provided by Kim regarding the new construction at 1611 W. 10th Street. AYW has almost what is needed to get the permit to build the driveway, Railings will be added to the porch/steps. We are hoping to be able to rent the property by the end of the year.

3.     Report on efforts to obtain needed repair funding.

Mary reported on our efforts to obtain funding for the needed repairs for our properties. She has received estimates obtained from Paul Balmer. All of the older properties were visited and all maintenance/repairs that need to be done were identified. We now have firmer numbers than we had before. Mary will send out this information to the board on or before our November meeting. Then we will submit the cost estimates to city government officials and potential donors.

4.     By-laws revision

Our By-laws were revised in 2011; we updated them in 2020, but were never able to have a  vote on the proposed changes due to the Covid shutdown. Our management structure has been changed since then, so we now need to revisit the By-laws. 

In a proposal emailed to the board from Kim, she proposed that we look at revising By-laws  in chunks beginning in October. The goal is for the board to approve the amended By-laws in February. The proposed by-laws would be posted to the website in March to notify members, and a special meeting, held on the same date as our annual meeting in April, for members to vote on the changes.

Board members agreed with Kim’s proposal. Mary said she has been reviewing the Guadalupe Neighborhood Development Corporation, as well as those from the Blackland CDC to see how they are operating. Since we have little to no participation from CCDC members, this needs to be addressed in our by-laws review.

5.     Discussion of proposed organization and operations of a Haskell House Advisory Group.

Mary provided a proposal about how the Haskell House Advisory Group would operate. The purpose of the group is to provide Clarksville descendants and other interested individuals with the opportunity to:

·      Tell the story of the Haskell House, the neighborhood, and their Clarksville ancestors

·      Participate in media interviews about the Haskell House and Clarksville

·      Suggest ideas for Haskell House programming, including speakers for Clarksville Conversations

·      Broaden the variety of people who are aware of and visit the Haskell House

·      Serve as docents

·      Enrich the experience of visitors to the House

Mary has identified 4 core members, who hopefully will recruit other group members. The board approved the proposal after discussion.

6.     Report on Austin Museum Day at the Haskell House.

Mary reported that the event was hugely successful. There were “tons” of people who attended. Visitors included former Clarksville residents/descendants who were attending a family reunion. We made $552, mostly from sales of merchandise to the folks who were here for the reunion. We also collected 64 new email addresses.

7.     Report from the OWANA steering committee.

Paula reported that the Y wants to redevelop their property to add to their services. They  came to OWANA for support of their project. Paula also reported that Natalie George is the new director of Flower Hill. Mary reported that there is a plan to use the back building as a gift shop and café to raise money for the museum.

8.     Other Business.

We received 2 ACL wristbands for both weekends of the festival. Mary will send emails and post an announcement to FaceBook to advertise the sale. Each wristband will cost $375. BJ volunteered to create a flyer to give to Felecia and for other notifications.

The meeting was adjourned at 7:32 PM.

The board went into executive session.

Minutes, August 15, 2023

Minutes from the August 15, 2023 Clarksville CDC Monthly Meeting 

The meeting was held at the Haskell House.

Board Members present: Aubrey Carter, Paula Hern, Kim O’Brien, Thomas Schiefer, Chris Thomas

Others present: Felecia Miller

1.     Approval of minutes from the July 18, 2023 monthly meeting. Kim O’Brien.

On a motion by Thomas, seconded by Aubrey, the July 18, 2023 minutes were approved.

2.     Presentation of monthly financial reports. Brad Prak, Prak Property Management.

Chris reported that Brad was stuck in traffic on his way from Dallas. Brad will share his report via email.

3.     Monthly property reports:

a.     CCDC properties managed by Prak Property Management. Brad Prak.

Brad’s report will be shared via email.

b.     New construction at 1611 W. 10th Street. Kim O’Brien.

Kim reported that AYW has yet to obtain the required ROW permit, but continues to work through the system. AYW was working last week, doing some painting and installing gutters. The former concrete contractor has been served in CCDC’s claim to recover money for work not completed.

4.     Report on efforts to obtain needed repair funding. Mary Reed.

Chris reported that Mary is sick. He shared her report that all properties are being evaluated in order to get an estimate on total projected costs. This estimate is needed before we can move forward in seeking funding. More info re. this item in email from Mary Reed sent after the meeting (appended at end.)

5.     Discussion of budget development process for next fiscal year. Brad Prak, Mary Reed.

Information re. this item in email from Mary Reed sent after the meeting (appended at end.)

6. Acceptance of Texas State Affordable Housing Corporation grant toward repairs at 1807A W. 10th Street. Kim O’Brien.

Kim reported that CCDC was awarded $10,000 to go toward repairs at 1807A W. 10th Street. The money must be spent within 1 year and occupants of the property must meet TSAHC income requirements for the time period of the grant.

7. Discussion of plans for Austin Museum Day at the Haskell House, September 17, 2023. Mary Reed.

Information regarding this item in email from Mary Reed sent after the meeting (appended at end.)

Felecia asked how information on events like these are shared. Kim explained that we maintain an email list of members, supporters, and community members, but plan to move toward using the email platform provided by our web provider. We share event information via emails, door-to-door notices to neighbors, and via social media.

8. Other Business.

Under Other Business, Paula shared the following news from the OWANA Steering Committee:

Music in the Park will take place in the fall, coinciding with the It’s My Park Day.

The Y board sent representatives to share information that the Y is looking to redevelop their Town Lake property. At this point, no decisions have been made, no plans drawn up. They are contacting groups to gain input about what the community wants. They will appear at a future OWANA General Membership Meeting agenda to discuss this further.

It was decided to add Paula’s OWANA Steering Committee Report as a regular agenda

item.

It was also decided to remove Board members’ personal emails from the website. Kim explained that the “Contact Us” feature on the website is linked to the CCDC’s gmail account (ClarksvilleCDC@gmail.com) which is checked daily.

More info re. this item in email from Mary Reed sent after the meeting (appended at end.)

9. Executive Session, if necessary.

            The Board did not meet in Executive Session.

Mary Reed

8:28 AM (8 minutes ago)

Sorry I was not at the meeting. My allergies got really bad in the afternoon and I had to go to bed. Anyway, today's another day, all is well, and here is what I would have shared with you yesterday:

Agenda Item #4. Efforts to obtain needed funding. I am working with Rene and John Henneberger to coordinate the remaining property inspections (10 units). Paul Balmuth, the contractor who is organizing various trade people to do the inspections, provided John and I with the results of the inspections in the cul de sac together with cost estimates. I've shared that info with Brad and am waiting for his response. He told me he won't be able to respond until next week. After that, I assume he will update his master repair list with the new info.

Meanwhile Kim and I have finished the pieces for the presentation package Aubrey will share with the potential underwriters he has offered to contact. The missing piece right now is the total dollar amount of the repairs. And, I am drafting a short history of the CCDC and its housing program with a pitch for $ at the end. This is something John asked for and will be part of what we share with the City when we ask it for a grant.

Agenda Item #5. Brad is pulling together numbers for our new FY budget. I have asked that new line items be added to the doc; Linda has added them, but there will be a few more. For planning purposes, we need to be able to track better what we spend on CCDC and HH marketing and on other HH-related expenses. As our Treasurer, BJ will lead the budget development process.

Do any of you have any thoughts about that process? Do any of you have things that you would like to see in the new budget?

Item #7. Austin Museum Day, 9/17 from 11-4. How do you want to handle the gift card raffle? We have been promised at least 6 cards from local restaurants.

Kim: The flier for Austin Museum Day needs to be ready by 9/8.

Set up for Austin Museum Day should begin at 9:45. Tents, chairs and fans need to be set up; tables need to be set up for the food, swag and CCDC info; picnic tables need to be put in place; refreshments need to be placed on trays; we need to be available to help the musicians set up if needed, etc.

We need everyone to participate in the Day. We need you to help with the food, make sure the musicians have water, greet visitors, answer questions, sell stuff, clean up, etc. This is our big event of the year.

Aubrey: Will you get ice for our coolers and replenish the ice throughout the day if needed?

Item #8. Other business. There will be no Clarksville Conversation this quarter. However, I have scheduled Ashante Reese, a professor at UT, to speak on 12/10 about the foodways of freedom colony residents.

 The theater performances/fundraisers that had been planned to take place every weekend at the HH in October have been cancelled because the theater group is still waiting for money from the COA. The arts group funding process has been very protracted this year. The director of the theater group hopes that the performances can happen sometime next year.

And finally, here are the questions I would have asked Brad last night:

1. Is Rene getting a second bid for 1817A? I believe I suggested he ask Paul for a bid.

2. Why is a cleanup at 1817A necessary before the interior repairs can begin? I understand why it would be necessary before the exterior work starts.

Please respond to my questions, and do you have any for me?

Mary

Minutes, July 18, 2023

Minutes from the July 18, 2023 Clarksville CDC Monthly Meeting              

The meeting was held at the Haskell House. Some board members joined via Zoom

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

Others present: Brad Prak, Felicia Miller

1.     Approval of minutes from the June 20, 2023 monthly meeting.

On a motion by Malcolm, seconded by Paula, the minutes from the June 20, 2023 monthly meeting were approved with corrections. Corrections are noted in the official copy of the minutes (posted on the website.)

2.     Presentation of monthly financial reports. Brad Prak, Prak Property Management.

Brad reviewed the June financial reports. We ended the month $2,200 in the black. Expenses included replacement of a gas range and tree work at one property.

            The Finance and Operations Committee met on July 13, 2023. Minutes from that meeting appear at the end of these minutes.

3. Monthly property reports:

a. CCDC properties managed by Prak Property Management. Brad Prak.

Not much to report. Expenses were low in June, nothing significant. American Youthworks (AYW) is preparing a bid on some of the needed work at 1807A W. 10th Street. 

b. New construction at 1611 W. 10th Street. Kim O’Brien.

Kim reported that the permit saga continues. Ashley at AYW has now been told by a City staffer that the permit expired in 2010. At least that’s what it says on their “end.” When AYW logs into the City system, the permit is listed as open. Ashley spoke again to the staffer today and has provided him with what he says he needs to move it forward.

Regarding needed landscaping, BJ has a contact who will donate plants. Brad said he has some, too. AYW can bring in topsoil. There is no money budgeted for this.

Malcolm reported that he has sent a demand letter to the former cement subcontractor seeking repayment.

4.     Report on efforts to obtain needed repair funding. Mary Reed.

Mary reported on conversations that have taken place with John Heneberger, Karen Paup, Melissa Beeler in Council Member Qadri’s office, RHDA staff, and others. Local contractor Paul Balmer has volunteered to get contractors to go to all CCDC properties and give estimates of the work needed. Mary and Kim are putting together a packet of information to be shared with funders and potential benefactors.

5.     Consideration of rent proposal. Brad Prak, PPM.

Brad presented the board his recommendations for increased rents. His preferred option was a 10% increase on all properties effective when leases are renewed. He believes that under this recommendation, CCDC rents will continue to be on the low end of comparable programs.

In reviewing the information provided, there were questions as to whether the increased amounts would exceed 30% of any of the tenant’s total income. Brad said that could not be determined until incomes are re-verified as part of the lease renewal process. He also said that although the 30% of income standard devoted to housing is an ideal goal, it is not achievable in the current Austin housing market. And with our rents already low, we cannot meet increasing repair costs and set aside money needed for big repairs. In short, we cannot maintain sustainability.

The point was made that as housing goes up, so do all other costs, which hits low-income families the hardest. The board was reminded that the CCDC tenant manual contains information on resources for rental assistance, as well as assistance to help meet other needs.

On a motion by BJ, seconded by Chris, the board considered a motion to increase all rents by 10% upon lease renewal, with the stipulation that no rent can exceed 50% of a tenant’s income. BJ agreed to a substitute motion offered by Mary to increase rents 10% but with the stipulation that no rent can exceed 40% of a tenant’s income. The substitute motion passed unanimously.

6.     Discussion of tenant eligibility and income requirements. Brad Prak. 

Brad presented a revised tenant eligibility and income document. The document is in line with other properties that PPM manages. On a motion by Kim, seconded by BJ, the board approved the eligibility and income requirements.  

7.     Report on CCDC’s new website. Mary Reed.

Mary reported that the new website is up and looks great. The URL, www.ClarksvilleCDC.org, is the same. Response to an email she sent out to members and supporters has been positive.

8.     Discussion of creating a Haskell House advisory group. Mary Reed.

A Haskell House advisory group—sort of a “Friends of” group—is suggested as a vehicle by which to increase African American participation in the Haskell House, particularly participation by Clarksville descendants. Some current docents have expressed a discomfort with “telling others’ stories.” Mary is collecting information from other small Austin museums to learn if they have similar groups and if so, how they operate.

A suggestion was made that a Board representative be part of the group. This met with general approval. A question was asked about involving student groups at Huston-Tillotson or UT. All agreed that broadening our base will bring a richer Haskell House visitor experience.

At this point, Mary is not asking for Board approval, only wants to make the Board aware. She will come back with specifics, including the advisory group’s purpose, mission statement, etc.

9.     Report on June 25, 2023 “Clarksville Conversations: Sundays at the Haskell House” event: Rep. Gina Hinojosa. Mary Reed.

Representative Hinojosa’s legislative wrap-up was well attended, with good conversation about what happened at the Capitol, as well as discussion of potential upcoming Special Sessions. Audience questions covered a broad range of topics.

Mary reported that future events include a speaker who will discuss African American genealogy, to be co-sponsored by Sweet Home MBC. It likely will occur in February to coincide with Black History Month.

10.     Discussion of plans for Austin Museum Day at the Haskell House, September 17, 2023. Mary Reed.

The event will take place from 11 am – 4 p.m. We are working with CCDC tenant Vanessa Lively to line up musicians for the afternoon. Kim has submitted a grant request to HEB’s Community Impact Program to cover stipends for the musicians. Along with docent-led tours, we will have puzzles and Haskell House coloring sheets for the kids, and gift card raffles for the adults. Depending on the cost, we may share an Austin Chronicle ad with the Neill-Cochran House and Pioneer Farms. Lemonade and homemade cookies will be served.

11.  Other Business.

No other business was discussed.

12.  Executive Session, if necessary.

The Board did not meet in executive session.

Finance and Operation Committee Meeting Minutes,  July 13th, 2023

1.    BJ Friedman reviewed the financials.

2.    Mary reported that the driveway has STILL not been poured because our new contractor STILL does not have a permit.

3.    Mary provided committee members with an update on what has been happen to date since last month’s special meeting to figure out where the $ we need.

4.    Mary reported that she filed her final report with OWANA regarding what we did with the last of the OWANA money. YAY! The last dollars were used to help pay for work at 1720B West 11th – repair of the front door and exterior power washing, caulking and painting.

5.    Mary noted that from a strategic perspective if we want $ from the COA the CCDC may need to delay its rent increases because one of the CCDC’s selling points is its rent. Gregory suggested that if we delay, all tenants be on month-to-month leases.

6.    The CCDC’s new website is live. We’ve received many compliments on it.

7.    Mary reported that Kim wrote a grant to the Texas Affordable Housing Corporation to help fund some of the work at 1817A West 10th. We won’t know if we will get any $ until August.

Monthly Meeting minutes, June 20, 2023

Minutes from the June 20, 2023 Clarksville CDC Monthly Meeting

The meeting was held outside the Haskell House, upon adjournment of the Special Meeting

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

Others Present: Brad Prak, Katie Van Dyk, and Michael Willard.

1.     Approval of minutes from the May 16, 2023 monthly meeting.

On a motion by Malcolm, seconded by Paula, the minutes from the May 16, 2023 monthly meeting were approved with corrections. Corrections are noted in the official copy of the minutes.

2.     Presentation of monthly financial reports. Brad Prak, Prak Property Management.

The CCDC money market balance as of May 31, 2023 was $106,918; tenant security deposits, $12,799; checking, $70,441.

May expenses expenses were nothing out of the ordinary. They included the purchase of a new gas range, some flooring replacement, a new front door, and some siding replacement. He warned that expenses would be higher than usual in June. It is 3 pay period month, and there have been a/c calls. Look for these in next month’s reports. Rents are current. A separate account will likely be set up as we move forward on repairs to 1817A W. 10th.

Minutes from the June 15, 2023, Finance & Operations Committee meeting appear at the end of this agenda.

3.     Monthly property reports:

a.     CCDC properties managed by Prak Property Management. Brad Prak.

All units are occupied. They are keeping an eye on a/c units, and have temporary units if necessary. A notice was distributed to tenants reminding them that a/c only cool units to about 20 degrees under outside temperature, and to not push the systems.

Rene, PPM, met with American YouthWorks (AYW) to do a walk-through of 1817A W. 10th Street. The tenants were there and provided input. The house needs a kitchen re-do and  new floors, and there are concerns about the back porch. AYW will prepare a scope of work and provide a bid, along with giving ancillary estimates on painting and ADA adds. Aubrey offered to do any needed drawings free of charge.

b.     New construction at 1611 W. 10th Street. Kim O’Brien.

Kim reported that very little has changed since her last monthly report regarding completion of construction at 1611 W. 10th. The approach permit remains in limbo. A “letter of transfer” has been submitted by either the subcontractor or AYW. Melissa Beeler in D9 Councilmember Qadri’s office has been told that once the permit folks receive what is needed they can issue the permit in 5 business days. Candles are lit. It’s unclear whether the fault is the City’s, the new subcontractor, or some of both. When the permit is issued, American YouthWorks anticipates that work can be completed in 3 weeks. Malcolm has sent a demand letter to the previous cement sub-contractor for money he took without finishing the job. If he does not respond, he will pursue legal action.  

4.     Consideration of rent proposal. Brad Prak, PPM.

This item was postponed until the July meeting.

5.     Discussion of tenant eligibility and income requirements. Brad Prak.

This item was postponed until the July meeting.

6.     Update regarding CCDC’s new website. Mary Reed.

Mary reported that the new website is close to completion. Should be up in early July.

7.     Reminder of upcoming “Clarksville Conversations: Sundays at the Haskell House” event: Rep. Gina Hinojosa, “Legislative Wrap-Up,” June 25, 2023, 2-3 p.m.

8.     Report on fundraising. Kim O’Brien.

Myte: We were contacted by Katie Maude at Myte, a new donation mobile app, asking if we’d like to have an organization profile on the app. Myte is planning on launching this summer. They will be a one-stop platform for donors to find non-profit organizations. Their marketing demographic is Millennials to older Gen Zs (appx. 20-40.) I Zoom met with Katie this morning. Myte sounds like a painless way for us to potentially raise money with little to no effort on our part. It costs nothing to join, and there is a “free” option which is all we will need, so there will be no additional costs. Myte keeps $0.50 of each donation. Donors have the option of covering credit card fees; if they don’t, we pay these/they are deducted from the donation. 

TSAHC: application submitted in May. Notification in August. Estimated award $10-15K. Specifically for 1817A W. 10th repairs.

BJ reported that our Venmo account is frozen. She is communicating with them, but hasn’t gotten any help. We will likely have to do a business account.

9.    Discussion of plans for Austin Museum Day at the Haskell House, September 17, 2023. Mary Reed.

The board agreed to work with Vanessa Lively—musician, CCDC tenant, and founder of Home Street Music, an Austin non-profit that works with people who have experienced chronic homelessness, to provide live music throughout the event. We will serve lemonade and cookies. Board members will provide the cookies.

10.  No Other Business was discussed.

11.  The board did not meet in Executive Session.

Minutes From F & O Committee Meeting on June 15th, 2023

1.     BJ Friedman reported that she had not had time to review the May financials because Prak had not provided them in time for her to do so although she has a question about the amount of the management fee. Mary said that she did not remember if the amount of that fee is a flat fee or is based on rent collected. Mary noted that the May balance sheet reflected a balance in the OWANA fund when in fact all of that money has been spent. Linda Parsons with Prak is aware of the error and will correct.

2.     Mary reported that the concrete driveway front steps 1611 West 10th have still not been  poured because the new contractor is waiting for a permit from the City. She also said that Malcolm has written a demand letter that will be sent to the previous cement contractor who took our money and then disappeared. If after receiving the letter, the contractor does not reimburse the CCDC for the money and also pay us for three months of lost rent, we will sue him.

3.     Mary asked the committee members if they had any questions or thoughts about the upcoming special meeting. Gregory asked if CCDC members had a vote. Mary responded that only Board members have votes.

4.     Mary reported that we have finally used up all of the OWANA money. The last dollars were used to help pay for work at 1720B Waterston – repair of the front door and exterior power washing, caulking and painting.

5.     The City refused to approve the work done at 1011 Charlotte – the two new back doors, landings and stairs – because they claimed the work did not comply with code. However, it turns out that the City employee who came out to check the work looked at the front staircases, not the back. A new inspector came out and we now have our CO!

6.     The CCDC’s new website is 99.9% finished. Should go live next week.

7.     Mary reported that Kim wrote a grant to the Texas Affordable Housing Corporation to help fund some of the work at 1817A West 10th. We won’t know if we will get any $ until August. Meanwhile, Paula has generously offered to pay for some of the work. Also, Kim reached out to the VP with BAC in Austin, who is our contact for the BAC Foundation to ask if we could apply for more $ from the Foundation if we could not provide firm budget amounts. The $ would be used at 1817A as well. The VP responded and said he would get back to her. So, there is hope.

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.