Minutes & Financial Reports
Minutes, October 20, 2020
Minutes from the October 20, 2020 Clarksville CDC Monthly Meeting
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the October 20, 2020 Monthly Meeting was held via Zoom.
Board Members in attendance: Aly Byatt, BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Mary Reed, Chris Thomas, and Gregory Tran.
Others in attendance: Rose Gabriel, Ellis & Wilder Tran, and August Byatt.
1. On a motion by BJ, seconded by Paula, the minutes from the September 15, 2020 monthly board meeting were approved as corrected.
2. BJ Friedman, CCDC Treasurer, presented the monthly, quarterly, and year-end financial reports. The reports were comprehensive, a big step in the way the board reviews our financials. We experienced a few hits this year—a lot of unexpected repairs this year, and some higher than expected expenses (auditing fee increase and insurance payment schedule not matching our fiscal year.) Rent losses due to COVID were offset by a federal PPP grant which was used to cover Rose Gabriel’s salary for two months. Additionally, we have incurred some expenses related to both the new house at 1611 W. 10th and Haskell House repairs that will be covered by City loans and grants, but these funds have not yet been received.
Minutes from the October 13, 2020 Finance and Operations Committee meeting appear at the end of these minutes.
3. Rose Gabriel, Director of Property and Finance, gave her monthly report. There is a recommendation from the Finance and Operations Committee to add providing egress for 1821B Waterston to the list of projects using OWANA money. This will be brought to the board next month. The project would be moved to the priority list.
Tenants at 1011A Charlotte gave notice of leaving. One tenant is currently on a payment plan. Another tenant has not provided a check for October rent yet. This tenant has requested to extend their stay in CCDC housing through December. The board agreed that the granting of this request depends on this rent check.
4. Rose reported on progress on the new CCDC house at 1611 W. 10th Street. Mary was (finally!) able to close on the loan for the project. And the memo of agreement with American YouthWorks was signed.
5. Rose reported on progress on Haskell House repairs. Kim McKnight, Program Manager, Historic Preservation and Heritage Tourism, Austin Parks and Recreation Department, will look over the new roofing material in the “near future.” Kim has recommended a contractor out of Dallas for the work, but Rose will look into getting someone local that could complete the job sooner.
6. The board considered CCDC rental policies. After much discussion, the board decided to maintain our policy when selecting new tenants to give priority to families with children (up to age 18) but to be open to the possibility of allowing a tenant to stay in CCDC housing beyond the time the youngest child “ages out.” Mary and Malcolm will review the CCDC Housing Application to make sure its language is in line with this policy.
7. Mary updated the board on the presentation of Community Vision Award from the Austin Chapter of the American Institute of Architects to the CCDC. The presentation of the award will now be on-line. The award/trophy was dropped off at her house and now she is asked to put together some comments for the award ceremony.
8. Under Other Business, the board discussed the issue of splitting water meters and billing for water usage for some tenants. The option of splitters is not practical due to the expense and difficulty of installing splitters for the 8 units and 4 meters involved. After various options were discussed, a motion was made by Malcolm and seconded by Aly, to adopt the idea of billing tenants in these units per the monthly water bill for the units, divided by the number of occupants (no matter age) per unit and given to the tenant to pay separately from rent payments. The water bill would go out when the bill comes in. Notices will go out to tenants that they will be responsible for paying a portion of the water bill as their lease comes up for renewal. New tenants with a new lease will know from the beginning they will be responsible for their portion of the water bill.
9. The board did not meet in Executive Session.
Actions taken via Electronic Vote:
10/16/20: The board voted to allow a tenant whose lease was set to expire at the end of October, remain through the end of December on a month-to-month basis, pending current rent payments. This item required immediate action and could not wait until the October board meeting.
9/21/20: The board voted to renew the CCDC’s Line of Credit, in the amount of $50,000 at Frost Bank. This item required immediate action and could not wait until the October board meeting.
9/21/20: The board voted not to renew the lease at one of the CCDC’s properties. This item required immediate action and could not wait until the October board meeting.
Minutes from October 13, 2020 Meeting of the Finance and Operations Committee
Attending: BJ Friedman, CCDC Treasurer, Chris Thomas, CCDC Vice President, Paula Hern, Mary Reed, CCDC President, and Rose Gabriel, CCDC Director Property and Finance
Everyone reviewed the financials for September as well as the end of FY P&L and BJ and Mary asked Rose for some clarifications and requested some changes.
BJ compared the CCDC’s September bank statement against deposit slips, debit transactions and receipts for that month.
Everyone reviewed the most recent needed Maintenance and Repair doc for the CCDC in preparation for recommending to the full board other things to spend the OWANA money on if there is any money left after pursuing the board’s #1 priority for the funds – adding a second ingress/egress at the properties that have just one – now that it’s been determined that the installation of water meter splitters at some properties is impractical. Mary and BJ asked Rose to make changes to the Maintenance and Repair doc and to send the updated doc to the committee members so they can further discuss the doc via email.
The committee did not have time to discuss the issue of property inspections because Rose had a 2PM meeting with SCORE members regarding how to return the CCDC’s EIDL $. However, Mary and Chris did identify some specific information they would like Rose to provide the committee members before the committee’s November meeting so that they will be more informed about when and how inspections of the CCDC’s properties are currently conducted and options for how they might be conducted instead.
Minutes, September 15, 2020
Minutes from the September 15, 2020 Clarksville CDC Monthly Meeting
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the September 15, 2020 Monthly Meeting was held via Zoom.
Board Members present: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, Gregory Tran
Others present: Rose Gabriel, CCDC Director of Property & Finance
1. On a motion by Paula, seconded by Aubrey, the minutes from the August 18, 2020 monthly board meeting were approved.
2. BJ presented the monthly financial reports. As of August 31, 2020, our checking account was $8955, saving account was $177,669. We showed a net loss for the month of $5,077. Income was down due to a vacancy, and expenses were high due to the make ready of 1720B W. 11th and the replacement of 2 water heaters.
Minutes from the September 10, 2020 Finance Committee meeting appear at the end of these minutes.
3. Rose Gabriel, Director of Property and Finance, presented her monthly report. At the board’s request, Rose’s reports now contain additional information, including a list of accomplished tasks, a master list of on-going projects, challenges that she is facing, issues that need board input, and tenant news.
Rose gave an update on the progress on the 2 projects the board voted to use the OWANA housing funds for:
1) egress at 1011 Charlotte and 1708 W. 10th: she is having trouble finding a contractor who can handle the job. She will meet with Aubrey to discuss options;
2) water meter splitters: she has received 1 bid, is awaiting another, and had one plumber say it would be “almost impossible to do what we want.” She is awaiting another bid. She will come back to the board with the bids, along with alternative solutions to this problem.
Rose is instituting “office hours”: M, T, W 9-noon, 1-2:30, Th 2-5, and F 9-11:30. She will respond to emergencies beyond these hours; should something arise that needs immediate attention, best to reach out to her via text. Both Rose and the board recognizes that this change likely will require some adjustments. Everyone agreed to try it for a few months and see how it works.
4. BJ presented a report which detailed the financial effects of COVID-19 on the CCDC. We saw a total rent loss of $7,695.50 ($3,761.50 in April, $2,772 in May, $1,162 in June) due to partial or total rent waivers to tenants who were out of work due to COVID. We applied for and received $7,500 in PPP grants, which was used to cover Rose’s salary for these months. Additionally, we applied for and received $7500 in EIDL funds. We have decided to return these monies. We will owe interest accrued while we held the funds. EIDL additionally provided a $1,000 grant which we can keep. This will be used to cover the accrued EIDL interest. In the end, we will see no COVID-related effect on our financial bottom line.
5. BJ presented the proposed FY 2020-21 budget, prepared by the Finance Committee. Included are construction expenses related to the new house at 1611 W. 10th. A note of interest: 3 years ago our monthly rents averaged $16,000. They now equal approximately $13,000 per month—a significant change to our bottom line. On a motion by Aubrey, seconded by Kim, the board approved.
Kim asked that the board revisit our budget process in the spring and make changes to the way we develop, present, and adopt future budgets.
6. In response to the operations of the CCDC growing more complex and time consuming, the Board approved the creation of the Finance and Operations Committee. Membership will be comprised of 4 members of the board—BJ Friedman, Paula Hern, Mary Reed, and Chris Thomas, as well as Rose Gabriel, CCDC Director of Property and Finance. This committee will take over the duties currently performed by the Finance Committee. Creation of the committee was unanimously approved on a motion made by BJ, seconded by Aly.
7. Rose reported that the American YouthWorks students have begun meeting at the 1611 W. 10th Street work site; picnic tables on the property are for their on-site learning. Original plans submitted to the City were rejected due to the design being 6% over the building coverage allowance. The architect has made a redesign which will be submitted next week. And we are getting closer to closing on the property.
8. Regarding improvements to the Haskell House, Rose reported that Kim McKnight, Program Manager, Historic Preservation and Heritage Tourism, Austin Parks and Recreation Department, did not approve the alternate roofing materials. Another sample has been submitted for their approval. Due to the slow process of the grant money being turned over to us, the contractor who was going to do the repairs is no longer available. Rose is in the process of finding another contractor.
9. No Other Business was discussed.
10. The board met in Executive Session to discuss 2 tenant-related issues.
Minutes from Finance Committee Meeting on September 10th, 2020
Attending: BJ Friedman, CCDC Treasurer, Mary Reed, CCDC President, Rose Gabriel, CCDC Director Property and Finance
BJ and Mary reviewed the financials for August and asked Rose for several clarifications.
BJ compared the CCDC’s August bank statement against deposit slips, debit transactions and receipts for that month.
BJ, Rose and Mary reviewed the draft 2020-2021 FY budget Rose had prepared. BJ and Mary asked questions and requested some changes. For example, Mary asked for an expense for printing to be added. BJ offered to finalize the draft budget and address some formatting issues.
Rose provided an update on the status of rents for September and on any financially significant repairs she anticipated. She reported that all tenants are able to pay their rent and that aside from the cost of addressing a floor problem by the back door at 1009B Charlotte, which will only cost $600 to address, she did not expect any expensive repairs this month.
Mary asked Rose about the status of the OWANA-funded projects that the board voted as priorities in July. No progress to date. Mary also asked about where things stood with the removal of the large branch hanging over the yard of the home next to the Haskell House. Rose reported that she had contacted a tree person to remove the branch, but he cannot get to the job immediately.
BJ asked about the status of the PPP paperwork required to get the loan forgiven. Rose said that she had not had time to complete it so BJ offered to do fill out the form.
Rose reported on her efforts to get a pay-off amount for the EIDL money the board voted to return to the SBA. So far, she said that her efforts have been frustrating and have mostly involved being on hold. She will keep trying.
Minutes, August 18, 2020
Minutes from the August 18, 2020 Clarksville CDC Monthly Meeting
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the August 18, 2020 Monthly Meeting will be held via Zoom.
Board members in attendance: Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, and Gregory Tran
Others in attendance: Rose Gabriel
1. On a motion by Paula, seconded by Chris, the minutes from the July 21, 2020 were approved.
2. Rose presented the monthly financial reports. Our checking account balance as of July 31 was $6896 (which includes the EIDL funds), our savings/money market balance was $177,667 (which includes $152,653 in Home Base/OWANA affordable housing funds dedicated to specific projects: $100,000 for 1611 W. 10th and $52,653 for other repairs; the remaining $25,014 is unrestricted.) We saw a $5077 net operating loss for the month.
The Home Base loan has been forgiven. It was on our balance sheet as a liability. The money was used to build the Theresa Street house.
The Finance Committee decided to renew our $50,000 Line of Credit with Frost Bank.
As a result of the internal audit, some adjustments have been made (undeposited funds we’ve been carrying as a liability for years.)
The $7500 in PPP does not show on the reports because it is a line of credit. Rose is working with the auditor to reflect this.
The Finance Committee met on August 13, 2020. Minutes from that meeting appear at the end of these minutes.
3. Rose Gabriel, Director of Property and Finance, presented the monthly report.
The make ready was completed on 1009A Charlotte. Air conditioners were replaced at 3 units. Two tenants are behind in rent, but will get current. Casa Marianella has provided a grant to make up for back rent for a tenant who could not work due to a (COVID-related) visa issue.
Leases were renewed for 3 tenants, effective August 1. One rent was reduced $105/month. Mary asked what the basis for renewal was. Rose replied they were all good tenants who pay their rent on time and still qualify.
Kim asked about the financial effects of COVID on our bottom line due to rent forgiveness. Rose will supply this information.
This month’s report has a new format. Mary asked the board to look over the report to see if it includes everything they want to see, and if they have any other suggestions. She will compile the information and share with Rose.
4. Mary presented a report that BJ Friedman, CCDC Treasurer, prepared after discussing our federal loans and grants with SCORE volunteers (Service Corp of Retired Executives.)
As background, CCDC received $7500 from the Payroll Protection Program (PPP). This money is forgivable and can be used for salaries. We received an additional $8,500 in Economic Injury Disaster Loan (EIDL) funds, made up of a $1,000 forgivable grant and a $7,500 non-forgivable loan. These funds can be used for salaries, but cannot be combined with other funds to cover the same payroll periods. Both programs cover expenses incurred February through June 2020.
The upshot is that the burden of keeping track of the EIDL money, combined with the interest that will be incurred, does not make it worth us to keep these funds. We will owe interest on the time we held the money, but these costs will be more than covered by the EIDL forgivable grant. The PPP money will be used.
The Finance Committee recommends repaying the loan as soon as possible. On a motion by Kim, seconded by Chris, the Board approved the return of the $7,500 EIDL non-forgivable loan.
5. Rose and BJ discussed the 2019 CCDC internal audit results. There were no findings. Since the auditor has worked for us for a number of years and knows our operations well, she was able to get deeper into compliance issues. She suggested 2 operational improvements: 1) Creating a detailed document showing the restrictions on each property, to be updated annually; and 2) Creating a single template for determining rents for families. The second suggestion is difficult to implement because of differences in income, tax filings, etc. The auditor also suggested that we build in the utility allowance that HUD uses. This would mean a reduction in rents.
Mary commented that there is a need for the board to be more involved in the workings of the corporation by becoming more knowledgeable regarding our finances. The audit recognizes this.
There was a motion by Paula, seconded by Kim, to approve the audit findings, so that the auditor can finalize her report and file it. The motion passed unanimously.
6. Rose reported on progress on the new CCDC house at 1611 W. 10th Street. We have submitted plans for Development Review and have received our tap permit (the first step.) Work is progressing with the Austin Housing Finance Corporation in securing our loan. Mary hopes to sign the paperwork this month. A neighbor’s tree fell on the property. He has made arrangements to have it removed.
7. Rose reported on progress with the Haskell House repairs. Roofing material have been approved by the city Historic Preservation office, and ordered. The contractor she had lined up to perform the other work is no longer available so she will be looking for someone else.
8. No Other Business was discussed.
9. The Board did not meet in Executive Session.
Actions taken via Electronic Vote:
8/14/20: The Board authorized Mary Reed, CCDC President, to send letters in support of approval of historic zoning for 1607 W. 10th Street, AKA the Mary Baylor House. This item required immediate action and could not wait until the August board meeting.
8/11/20: The board approved a resolution authorizing CCDC Board President Mary Reed to execute the Austin Housing Finance Corporation loan documents related to construction of a new affordable single-family home at 1611 West 10th Street and a document related to the ground lease for the City-owned land located there. This item required immediate action and could not wait until the August board meeting.
7/29/20: The board approved revisions to the CCDC’s Policy and Procedures document. The revisions were discussed and approved in concept in Executive Session at the July board meeting. This item required immediate action and could not wait until the August board meeting.
7/23/20: The board approved hiring Samuel and Jaime Romero to complete the make-ready of 1720 B W. 11th. The cost is to be include $2,300 for interior painting and $1,000 for exterior painting (both including materials), and a daily rate of $400 for remaining items on the approved Scope of Work, not to exceed $1200 (3 days.) CCDC will be responsible for $1,800 in materials, making the total projected cost of the make-ready $6300. Rose had tried to obtain bids for this work, but the 5 contractors contacted were unresponsive. Due to necessity of completing this work as soon as possible so that a new tenant family can move-in, the Board agreed to waive the 2-bid requirement. This item required immediate action and could not wait until the August board meeting.
Minutes from August 13, 2020 Finance Committee Meeting
Attending: BJ Friedman, CCDC Treasurer, Mary Reed, CCDC President, Rose Gabriel, CCDC Director Property and Finance
BJ and Mary reviewed the financials for June and asked Rose for a few clarifications.
BJ compared the CCDC’s July bank statement against deposit slips, debit transactions and receipts for that month.
Rose provided an update regarding the status of rents for July and what she anticipated for August. She also reported that the tenants at 1007A Charlotte received a $1,000 Visa card that they can use to pay their rent as well as a $500 HEB gift card. Both cards were through Casa Marianella’s RISE funds
BJ, Rose and Mary discussed whether there were any significant repairs or improvements needed at CCDC properties. Rose noted that a beam at 1009 Charlotte Street (Pier and beam construction) needs to be replaced and the house needs to be leveled. She has a $5K bid for the work, but will find out if there is a less expensive alternative to leveling the entire house.
BJ told the Mary and Rose about the results of her zoom meeting with two members of SCORE. Although the PPP money was discussed the focus of meeting was the EIDL money, including what the CCDC could use it for and what would be involved if the CCDC decided to send the money back. At the end of their discussion, the committee members decided to recommend to the board that the CCDC not keep the EIDL money given its limited use to us and the fact that meeting the federal reporting requirements would add to Rose’s workload.
Minutes, July 21, 2020
Minutes from the July 21, 2020 Clarksville CDC Monthly Meeting
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the July 21, 2020 Monthly Meeting was held via Zoom.
Board members in attendance: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien (part of meeting), Mary Reed, Chris Thomas, and Gregory Tran
Others in attendance: Rose Gabriel
1. On a motion by BJ, seconded by Aubrey, the June 16, 2020 monthly board meeting minutes were approved.
2. BJ presented the monthly balance sheet and profit and loss statements, along with the quarterly financial reports. As of June 30, 2020, our checking account balance was $12,250, our savings balance was $127,664. There were many repairs in the past month, totaling $17,210. This was a big hit, making our monthly net operating income -$11,644, but our balances are healthy so this is not currently a concern. There was discussion concerning the federal PPP monies (to be used for salary only; currently in a separate account at Frost Bank) and the EIDL money. Mary is talking to experts regarding the EIDL funds to see how, and if, we will be able to use this money. We will not touch those funds until those things have been determined.
BJ also presented the 3rd quarter report. Reduced rents have not hit us as hard as we’d feared, but we ended the quarter $7,500 in the hole, about $3,000 for the first 3 quarters combined. Mary asked a question about the “Fun Fest sponsorship” line item. Rose explained that this was money originally given by a sponsor who chose not to have it returned when the 2020 Fun Fest was cancelled. This item will be reclassified to reflect that it is a donation. The Board continues to appreciate the quarterly reports and thanked BJ for compiling and presenting the information.
Minutes from the July Finance Committee meeting are at the end of these minutes..
3. Rose presented the property management report. One tenant is 2 months behind, but Rose is expecting to receive a check tomorrow. We are in contact with Casa Marianella regarding other tenants who have been hit hard due to COVID-related work visa delays. Casa Marianella is working to fund all or part of the arrears rent. A family has been approved to move into 1009B Charlotte. They were referred by a current CCDC tenant. Many repairs were completed this month. The board discussed the poor condition of a recently vacated unit. An extensive make-ready will be required before a new tenant can move in.
4. The Q & A session with Officer Brian Galvan, APD Baker Sector, was postponed until next month.
5. Mary reported that relatives of Hezekiah Haskell have contacted her about the Haskell House and the history of Clarksville and the photo of Hezekiah Haskell and his family. They were able to identify some of the people in the photograph.
6. Rose reported that plans for new CCDC construction at 1611 W. 10th were resubmitted after adjusting the design to move the house out of a proximity conflict with overhead utilities. American Youthworks will meet with Rose to determine responsibilities on 1611 W. 10th.
7. There was nothing to report regarding Haskell House repairs.
8. The board discussed prioritizing uses for the $52,000 OWANA affordable housing money. Priorities included: adding a second egress route to those CCDC units which currently have only one; improvement to the exterior staircases on some of the two-story residences; addressing the issue of needed water meter splitters. On a motion by Paula, seconded by Aubrey, the board unanimously agreed to use the money to fund these items.
9. Under Other Business, the board discussed the need to support our neighborhood restaurants.
10. The Board met in Executive Session to discuss personnel matters.
Action taken via Electronic Vote:
7/8/20: The board voted to replace the air conditioning unit at 1007A Charlotte. Two bids were received. Rose and Mary recommended approval of Totally Cool’s bid to replace the unit with a Ruud HVAC system at a cost of $5,195. This action required immediate action and could not wait until the July board meeting.
Minutes from the July 16, 2020 Finance Committee Meeting
Attending: BJ, Friedman, CCDC Treasurer, Mary Reed, CCDC President, Rose Gabriel, CCDC Director Property and Finance
BJ and Mary reviewed the financials for June and asked Rose for a few clarifications.
BJ compared the CCDC’s June bank statement against deposit slips, debit transactions and receipts for that month.
BJ and Rose discussed the upcoming quarterly financial report
Rose provided an update regarding the status of rents for July and what she anticipated for August.
BJ, Rose and Mary discussed the best ways to use the OWANA money and what to recommend to the board. They agreed that their #1 priority was the addition of a second ingress/egress at the properties with just one. Other priorities: reconfiguring/rebuilding staircases at CCDC properties with two stories; installing splitters on the utility meters at the properties for which the CCDC is now paying the bills.
BJ, Rose and Mary discussed whether there were any significant repairs or improvements needed
BJ, Rose and Mary reviewed the CCDC’s PPP and EIDL obligations.
Minutes, July 21, 2020
Minutes from the July 20, 2021 Clarksville CDC Monthly Meeting
The meeting was held virtually so that Brad Prak and Rene Gonzalez, Prak Property Management, could attend.
Board members in attendance: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas
Others in attendance: Brad Prak, Rene Gonzalez
1. On a motion by Aubrey, seconded by BJ, the minutes from the June 15, 2021 monthly board meeting were approved.
2. BJ presented the monthly financial report. Expenses were high this month due to the replacement of an a/c system and $16,817 in expenses related to 1611 W. 10th Street, resulting in a monthly deficit. (Note: some of the 1611 W. 10th Street expenses will be reimbursed from the AHFC/COA loan; the remaining amount will be paid from earmarked CCDC funds.) We ended June with $12,541 in our checking account and $168,786 in our money market account
BJ reported that she has been providing information to the auditor for the CCDC’s annual audit. She hopes that it will be completed soon.
Brak Prak, Prak Property Management (PPM), will meet with BJ and Mary to discuss PPM taking on the monthly financial reporting.
The Finance and Operations Committee did not meet in July.
3. BJ noted that we are incurring finance charges by paying our insurance payments monthly rather than annually. After some discussion, Mary agreed to contact our insurance agent to see if there is an option to make 2 annual payments.
4. Monthly property reports:
a. Rene Gonzalez, PPM, reported on maintenance issues related to the CCDC’s housing units. Major issues this month included replacing the water heater at 1821B Waterston (decision was made to replace with a tank-type water heater in a more accessible location in the attic, and to look into putting insulation on the attic ceiling, per Aubrey’s recommendation) and the cleaning of the A/C system at 1817 W. 10th. PPM is getting an estimate on repairing the exterior stairs at 1708 W. 10th. All tenants with expiring leases will be continue on a month-to-month lease until CCDC and PPM agree on what lease to use going forward. A question was asked about PPM replacing light bulbs for tenants. Rene responded that it’s safer for PPM to do this, and reduces possible damage to certain light fixtures.
b. New construction at 1611 W. 10th Street: Mary reported that foundation work has begun at the site, and that American YouthWorks is close to obtaining the builders risk insurance needed for us to begin applying for expense reimbursements from the AHFC/COA.
c. Grant-funded repairs to the Haskell House: Mary reported that bids received for the repairs are coming in higher than funds available. She is meeting with Kim McKnight, COA Parks, to discuss where additional funds might be found. Mary had contacted the COA department which oversees the Heritage Grants to keep them updated.
d. Renovation projects funded by OWANA funds: Aubrey reported that he has prepared drawings for the new ingress/egress at 1011 Charlotte and he has someone ready to bid the project. He and Rene discussed different door options. Rene will provide specs on the door he thinks might work. The door must be full-light because it’s replacing a window.
5. Mary presented the board with a list she and Gregory prepared of possible community events that can be held in the fall of 2021 and in 2022. The board decided to hold the ice cream social in the fall, possibly with a photo booth at the event. BJ wondered if we have any remaining deposits from the cancelled 2020 FunFest, (petting zoo or bouncy house.) She will look into this, and Gregory is researching photo booths.
6. The following items were discussed under Other Business:
· Mary reported that some of the Clarksville Community Gardeners have happily taken on the project of cleaning up the plantings in front of the Pauline Brown Clarksville Neighborhood Center. They have cleaned up the freeze-damaged plants. In the fall, they will replace plants.
· Mary also reported that Felicia Farnes is going to clean the porch area of the Neighborhood Center.
· A suggestion was made to reach out to Google Fiber to see if they would be interested in providing, gratis, internet service to the Haskell House.
7. The board did not meet in Executive Session.
Action taken via Electronic Vote:
On June 16, 2021, the board approved the final contract to hire Prak Property Management to manage all CCDC properties as well as to handle CCDC bookkeeping. This matter was time-sensitive and could not wait until the July meeting.
On June 23, 2021, the board approved the hiring of Rigo Guzman to repair flooring in 1817A Waterston. This matter was time-sensitive and could not wait until the July meeting.
On June 30, 2021, the board approved hiring Jaime and Samuel Romero to make needed repairs to 1009B Charlotte related to air conditioner leak. This matter was time-sensitive and could not wait until the July meeting.
Minutes, June 16, 2020
Minutes from the June 16, 2020 Clarksville CDC Monthly Meeting
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the June 19, 2020 Monthly Meeting was held via Zoom.
Board members in attendance: Aly Byatt, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Gregory Tran.
Others present: Rose Gabriel
1. On a motion by Paula, seconded by Aly, the minutes from the May 19, 2020 monthly board meeting were approved as corrected.
2. BJ presented the monthly balance sheet and profit and loss statements. As of May 31, 2020, our checking account balance was $20,001, our savings balance was $127,662. The profit and loss shows the receipt of a $7500 PPP forgivable loan. The “SBAD” income of $1000 is likely our Economic Injury Disaster Loan. It was an automatic deposit. Will check with the bank to verify. Expenses related to the make-ready of 1729B W. 11th are detailed.
3. Rose presented the property management report. All tenants who applied for HACA funds and were originally approved were eventually denied because the fund ran out of money. Mary thinks the Council will approve more money. Malcolm asked if there was an advantage to contacting Councilmember Tovo’s office to see if these tenants will have to reapply or are they already in line, and is there anything she can do to help them with access.
The board discussed one tenant family who has been hit particularly hard by the current situation, and will continue to be hit hard for reasons specific to their situation. The Finance Committee will discuss this situation and report back to the board. Kim asked about the possibility of reaching out to the CCDC community to establish an emergency fund should it be needed.
A long-time tenant moved out, leaving the unit pristine. Rose has received a number of applications to fill the vacancy. Several are Section 8. A few repairs need to be made, so we are probably looking at August for new tenant.
The board discussed next steps regarding a tenant who is in arrears.
4. Mary reported that there’s been a lot of recent interest related to Clarksville’s history. The Neill-Cochran House Museum developed a driving tour of significant African American sites to coincide with Juneteenth. The majority of the stops are in Clarksville. Mary did a short video to be included.
She also reported on a cycling event that brought more than 200 cyclists of all ages to the Haskell House. They filled the yard. The organizer had a boom box with a mike so Mary could share the history. It was an enthusiastic crowd, with residents from the nearby condos joining in, as well.
Rowena Houghton Dasch, executive director at the Neil-Cochran House Museum, is studying maps and surveys related to the Pease land. Her research shows there were 10 enslaved people at Woodlawn (per the 1860 census.) The
Pease Park Conservancy is also working on telling the story of the Pease family and Woodlawn, which will encompass Clarksville. Stephanie Lange is serving as a consultant on the project.
5. Malcolm has crafted a new tenant lease document. It’s shorter, more clear and concise, incorporating tenant rules into the document. The board expressed its thanks to Malcolm.
6. Mary reported that she signed two agreements this week that will turn over to CCDC the OWANA affordable housing funds that were previously managed by Home Base. The approximately $50,000 (plus an additional $5300 currently unallocated) will be turned over to CCDC soon, and past loans will be forgiven. We have yet to hear from OWANA regarding any specific requirements they will have regarding expenditure of the funds. Next month, the board will begin considering spending priorities for the funds.
7. Rose reported on progress at the new CCDC house at 1611 W. 10th Street. We have had to make a design change due to proximity to power lines. We’ve yet to receive the city funding due to continuing work on document wording to address that the land we’re building on belongs to the City of Austin. American Youthworks is on hold due to COVID, but it looks as though we won’t need them until the fall, due to the early work being done by certified contractors.
8. Rose gave a progress report on Haskell House repairs. The money is now available and we can submit invoices as soon as materials are approved. Our insurance company requires we use fire-retardant cedar shakes—the City has approved their use.
9. Under Other Business, on a motion by BJ, seconded by Malcolm, the Board appointed Felicia Farnes to fill the tenant slot on the Tenant Selection Committee. Her appointment is for 2 years, to run through May 2022.
10. The board did not meet in Executive Session
Actions taken via Electronic Vote:
5/20/20: The board approved the replacement of the air conditioning units at 1708 W. 10th. The unit at the B unit had gone out and needed immediate replacement. Since the unit at the A unit was the same age, the decision was made to replace it now, as well, and to add insulation in the attic of the B unit. Two bids were received. The Finance Committee recommended approval of Totally Cool’s bid to replace both units at a cost of $11, 522. We anticipate a rebate of $1,732, which will make our actual cost $9,790. This action was time-sensitive and could not wait until the June board meeting.
5/26/20: The board voted to accept bids from Kidd Gutters to install gutters at 1729 W 11th and 1821 Waterston, in the amounts of $1960 and $1768, respectively. Kidd Gutters was not the lowest bid, but the lowest bidder has proved to be not responsive. Installation of these gutters had been discussed and approved at the last Finance Committee meeting and as a pressing repair/improvement could not wait until the June board meeting.
5/29/20: The board voted to renew our annual insurance coverage with Higginbotham. This action was time-sensitive and could not wait until the June board meeting.
Minutes from Finance Committee Meeting, June 11, 2020
Attending: Mary Reed, CCDC president, BJ Friedman, CCDC Treasurer and Rose Gabriel, CCDC Financial Manager
Mary Reed and BJ Friedman reviewed the financials for May 2020 and asked Rose Gabriel about anything they did not understand.
BJ compared the CCDC bank statements for May against deposit slips, debits transactions and receipts.
BJ asked when the CCDC will begin collecting money from tenants for their share of the monthly water bills at properties where service is not divided. Rose said that the new tenant at 1729B West 11th is now paying for her water use and that paying it is part of her lease. However, we cannot ask the other tenants to begin paying for their water until their leases come up for renewal. Also, Rose noted that although the tenant at 1729A West 11th has a month-to-month lease, she is struggling to pay her rent so it’s unlikely she could come up with money to pay for her water. A discussion ensued about the number of able-bodied adults living at that address who could work and whether the tenant on the lease could not find a better paying/more stable job.
Rose noted that a number of tenants are behind on their rent and some are being non-communicative. She reviewed which tenants had not yet paid their July rent. Some of the rental payment issues are COVID-related; but our rental collection situation has not become any worse than it has been in the previous two months.
The CCDC has been approved for EIDL money (we think), but Rose is having problems logging into the federal government portal in order to pursue the next steps for accessing the money. She has a call into customer service.
Minutes, May 19, 2020
Minutes from the May 19, 2020 Clarksville CDC Monthly Meeting
Board members in attendance: Aly Byatt, Aubrey Carter, BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Mary Reed, and Chris Thomas
Others in attendance: Rose Gabriel
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the Monthly Meeting was held via Zoom.
1. On a motion by Aly, seconded by Aubrey, the minutes from the April 21, 2020 Annual Meeting and monthly board meeting were approved.
2. BJ presented the monthly Balance Sheet and Profit and Loss reports. Our checking balance as of April 30 was $5870, savings balance $127,659. The savings balance includes the Home Base forgivable loan. Repairs and maintenance in April included a portion of the make ready expenses at 1729B and the removal of a tree at 1821 Waterston.
Minutes from the May 15, 2020 Finance Committee appear at the end of these minutes.
3. Rose presented the property management report. Two of the 5 tenants who submitted applications to the City’s housing assistance fund lottery received approval. Funds received will cover their May rents. A number of leases are coming up for renewal in the next few months. Two tenants will be leaving, other leases will be renewed. One tenant will remain on a month-to-month basis for the near-future.
At this time, Rose does not know about potential June rent waiver requests.
The board welcomed a new family at 1729B W. 11th street.
4. The board discussed the fiscal effects on the CCDC due to the coronavirus. BJ presented a projection of expenses for May & June. Income is lower due to rent waivers, but the projection is better than anticipated. May rents were about $10,000, June anticipated at $11,000, a combined deficit of $4,200.
We received a Payroll Protection Program loan in the amount of $7,500 (we requested $10,000.) The PPP loan will cover two-months of Rose’s salary. Our overall deficit, so far, is about $500. The PPP loan is supposed to be forgivable, but information on how to prove it’s forgivable is not yet available. Malcom suggested setting up a separate bank account to easily prove that expenditures were for what the program intended.
We have also submitted an Economic Injury Disaster Loan (EIDL) through the Small Business Administration (SBA.) Rose will follow up on its status.
5. On a motion by Malcolm, seconded by Aubrey, the following board members were unanimously elected to serve as CCDC officers: Mary Reed, president; Chris Thomas, vice-president; Kim O’Brien, secretary; BJ Friedman, Treasurer. The terms of office will run through May 2021.
6. The board discussed pending items that remained in regard to the amendment of the current CCDC Bylaws. Kim will type up what was discussed and distribute to the board for final approval. Once all changes have been approved, a Special Meeting of the CCDC will be called (as required by current bylaws) for the actual approval of the amended bylaws. This Special Meeting will not be held until we are able to meet in person.
7. On a recommendation by Chris, Tenant Selection Committee chair, the board approved the reappointments of Gregory Tran and BJ Friedman, representing the CCDC, and Chris Crane, representing the neighborhood, to new terms on the Tenant Selection Committee. Their terms will run until May 2022.
Chris reported that our current tenant representative will be moving so we will need to soon appoint a new person to that position.
8. Mary reported that the OWANA Steering Committee again discussed the affordable housing funds that have been managed by Home Base and decided to give the money to the CCDC. They will require quarterly reports regarding our expenditures. We are waiting for Home Base to complete their process to create paperwork that will designate the Home Base loans as forgiven. When that is completed, the approximately $50,000 will be turned to the CCDC. OWANA expects that we will not see the money until June or July.
9. The board conducted a preliminary discussion regarding spending priorities for the OWANA affordable housing funds. The Finance Committee proposed the following ways that the money could be spent:
· Use 100% of the funds to make repairs and improvements to our properties that will help maintain their integrity and provide for the safety of residents and visitors.
· Spend a portion of the money on property repairs and improvements and put the balance in savings in order to increase the CCDC’s financial safety net.
· Spend some of the $50,000 -- possibly as much as $20,000 – on the installation of splitters for the utility meters at the properties for which the CCDC is now paying the bills.
· Invest in improvements at the CCDC’s properties that are not essential, but that would benefit our tenants.
In discussion that followed, the board wondered how prescriptive, if at all, OWANA may be regarding how the money is spent. So far we do not know what requirements they may have. A suggestion was made to put the OWANA funds into a separate account in order to provide complete transparency. Malcolm suggested hosting a tour for the OWANA Steering Committee, perhaps open to the entire membership, once social distancing is over. The board will continue this discussion next month.
10. Rose reported on the status of our new home project at 1611 W. 10th Street. There has been some confusion on how to create loan documents since the City owns the property. When figured out, City Legal will have to approve, which will add more time, perhaps delaying until July. We are still awaiting a resolution of the utility line issue—if we cannot get a waiver, the drawings will have to be changed. Additionally, American YouthWorks is shut down due to coronavirus precautions.
11. There was no progress to report regarding grant-funded Haskell House repairs. Rose has reached out to the contract administrator, who referred her to City Purchasing. No word from them.
12. Under Other Business, Aubrey asked about installing a dog poop bag dispenser behind the Neighborhood Center. Rose priced one at $280. The board discussed maintenance issues: refilling bags, emptying the trash can. No one was too interested in the regular maintenance. Aubrey is going to see if he can find or create a less costly, easier to maintain solution.
13. The board met in Executive Session to discuss a tenant matter.
Minutes from Finance Committee Meeting on May 15, 2020
Attending: BJ, Friedman, CCDC Treasurer, Mary Reed, CCDC President, Rose Gabriel, CCDC Financial/Property Manager
Mary and BJ reviewed the April financials. They asked Rose to clarify some information. They also asked her to reorganize some information and to add explanatory notes for some of the expenses on the P & L.
Mary asked Rose if she was clear about the requirements the CCDC must meet in order to ensure that its PPP loan is forgivable. Rose said that Frost Bank will be sending Mary information about this issue via email, but she does not know when. Rose will send BJ and Rose what information she does have regarding the requirements and once she does, Mary said that she would reach out to her contact at Frost to try to get more specifics.
The FC members discussed some initial options for using the $50K that the CCDC will be receiving from OWANA. The options they identified include:
• Use all of the $ on repairs and improvements that will preserve the physical integrity of the CCDC’s properties and protect tenant (and visitor) safety.
• Use a portion of the $ on the above and put the balance in savings in order to increase the CCDC’s financial safety net.
• Spend a portion of the $ -- possibly as much as $20K – on the installation of splitters for the utility meters at the properties for which the CCDC is now paying the bills. BJ said that this project should pay for itself in two years.
• Invest in improvements that are not essential, but would benefit the tenants.
Previously Rose had developed a list of repairs/improvements by property at Mary’s request for her to present to the OWANA SC when Mary was trying to get the $50K for the CCDC. At the meeting, Mary asked Rose to reorganize her data into two categories: 1. Repairs and improvements that would maintain the physical integrity of the CCDC’s properties and protect tenant/visitor safety and 2. Non-essential improvements that would benefit the tenets. This information will be helpful to the board when it’s deciding what to do with the $50K. Because Rose is very busy, BJ offered to do what Mary requested. She will share her draft document with Rose for her review.
Minutes, April 21, 2020 Annual Meeting
Minutes from the April 21, 2020 Clarksville CDC Annual Meeting
Board members in (virtual) attendance: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, and Gregory Tran.
Others (virtually) attending: Rose Gabriel, CCDC Property Manager and Financial Manager, Kathy Doyle.
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the April 21, 2020 Annual Meeting was virtual.
1. Mary Reed presented the President’s “State of the CCDC” Annual Report. A copy is posted on the website: http://www.clarksvillecdc.org/agendas-minutes/2020/4/19/presidents-annual-report
2. BJ Friedman presented the Treasurer’s Annual Report, October 2018-September 2019. A copy is posted on the website: http://www.clarksvillecdc.org/agendas-minutes/2020/4/19/annual-treasurers-report-october-2018-september-2019
3. Rose Gabriel, CCDC Property Manager, presented the CCDC’s Annual Property Management Report. A copy is posted on the website: http://www.clarksvillecdc.org/agendas-minutes/2020/4/19/annual-property-management-report-102018-92019
4. BJ Friedman, acting as the Election Administrator, announced the Board of Directors election results. With 20 members voting (18% of the membership), Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas were re-elected to 2-year terms.
Minutes, April 21, 2020 Monthly Meeting
Minutes from the April 21, 2020 Clarksville CDC Monthly Meeting
Board members in (virtual) attendance: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, Chris Thomas, and Gregory Tran.
Others (virtually) attending: Rose Gabriel, CCDC Property Manager and Financial Manager, Kathy Doyle.
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the April 21, 2020 monthly meeting was virtual.
1. On a motion by BJ, seconded by Chris, the minutes from the March 17, 2020 were approved.
2. BJ and Rose presented the monthly financial report. Rental income for March was down slightly (1 tenant moved to another location and another was late in paying.) Fun Fest sponsorship income showing on the report will be returned due to the cancellation of Fun Fest. Expenses for 1611 W. 10th of $3100 were for soil boring and an engineer’s report. The month showed a net gain of $268. Checking account balance was $4775, savings $137,656.
A question about utility expenses led to a discussion regarding shared water meters at some of our properties. There is a significant expense associated with splitting these meters so that tenants would be responsible for these costs. The board talked about the merits of charging back the costs to tenants, but it’s difficult since there is no way to monitor actual use. Rose will report back to the board on options to address this problem.
Rose and BJ also presented a 6-month Financial Report. This report, a new requirement of recently adopted Policies and Procedures, provides a side-by-side comparison of income and expenditures from the first 6 months of this fiscal year to the current budget, as well as the past year’s budget and actual annual expenditures. The Board found the report to be a useful “big picture” document.
Minutes from the April 14, 2020 Finance Committee are included at the end of these minutes.
3. Rose presented the property management report. Due to work cut-backs or job loss due to coronavirus, at least half of our tenants required either a partial or full rent waiver in April and will likely need it again in May. Additionally, one tenant is a month behind, but is expected to catch up. A few leases are up for renewal and will be discussed in Executive Session.
4. BJ led a discussion of the fiscal effects on the CCDC due to the coronavirus. Our tenants are in a vulnerable situation, and this is putting us in a vulnerable situation. We have a PPP application into Frost, but funds are currently gone. Mary has been assured by Frost that our application is “in line” and ready to go when additional funds are made available. We have asked for $10,000. It was agreed that the Finance Committee meet sooner rather than later and come up with a plan for moving forward.
5. Mary reported on recent the affordable housing funds being managed by Home Base. This is the money that was made available to CCDC by OWANA approximately 6 years ago. It was originally administered by another concern, but then moved to Home Base, which is associated with Habitat for Humanity. Recently, Home Base said they weren’t interested anymore. Mary prepared a presentation to the OWANA Steering Committee to argue the logic for us to administer the funds, and argue for our stewardship of the funds and what we would use it for. The most recent Steering Committee meeting did not result in a decision. Since then, Mary has communicated with members of the Steering Committee. They will consider this again at their May meeting.
6. The Board agreed to a performance review process for Rose Gabriel, CCDC Property Manager and Financial Manager. At the end each fiscal year, Mary, Chris, and BJ (CCDC president, vice-president, and treasurer) will meet with Rose to review her job descriptions and her performance. Rose will have the opportunity to respond to their evaluation. Any necessary changes to the job descriptions will be discussed at that time, as well.
7. Kim reported that the virtual membership drive netted no new members. Information was posted at the Fresh Plus bulletin board, and at the Neighborhood Center and the Park. Also, an email went out to all members with a request to pass the word, as well as to Mary’s larger neighborhood list. Current membership stands at 112.
8. At the last board meeting, we decided to call a Special Meeting in April to approve amendments to the bylaws. Current bylaws, however, require the delivery of a door-to-door notice to announce a Special Meeting. Since we did not feel it safe to deliver door-to-door notices, and because the bylaws amendments we are considering are not needed immediately, the Special Meeting will be postponed until a time when we can announce the meeting properly.
There is a recognition that provision need to be added to the bylaws to authorize the board to hold virtual meetings. This will be addressed in the bylaws revision currently pending.
9. Rose reported on the CCDC house to be located at 1611 W. 10th Street. We are awaiting results of a survey to see where the front steps are in relation to power lines. Depending on the survey, we might have a real problem. Rose believes that if we are close (matter of inches) we might be okay. Otherwise we might have to redesign the whole house. We also are waiting on the title company to convey title.
10. Rose reported that there has been a delay on Haskell House repairs because the City needed an insurance certificate that we couldn’t provide (the time period to be covered extended beyond the term of our current insurance policy.) The City understands the issue, and may provide a waiver, but our insurance renews June 1, so it may be moot.
11. Mary reported that all scheduled tours of the Haskell House have been cancelled due to coronavirus.
12. Under Other Business: BJ has started to make a list of resources for our tenants. BJ will circulate the list to the board for inclusion of other known resources before sharing it with the tenants.
13. The Board met in Executive Session to discuss tenant matters. The board met in Executive Session.
Actions taken via Electronic Vote:
· On March 25, 2020, the board voted unanimously to conduct all annual membership drive activities online and via public postings—no door-to-door notices will be delivered. Information will be posted at Fresh Plus, the Neighborhood Center, and Mary Baylor Clarksville Park, as well as shared via email lists and the CCDC website. This item required immediate action and could not wait until the April meeting.
· On April 15, 2020, a majority of the board voted to approve the proposed scope of work ($5,000) for the make-ready at 1729B W. 11th Street. This item required immediate action and could not wait until the April meeting.
Minutes from the Finance Committee Meeting, April 14th, 2020
Attending: Mary Reed, CCDC president, BJ Friedman, CCDC Treasurer and Rose Gabriel, CCDC Financial Manager
BJ Friedman and Mary Reed reviewed the financials for March 2020 and asked Rose Gabriel about anything they did not understand.
BJ compared the CCDC’s March bank statement against deposit slips, debit transactions and receipts for that month.
Mary talked with BJ and Rose about the OWANA SC meeting and explained why no decision was made about the affordable housing money being administered by Home Base.
Annual Property Management Report--10/2018-9/2019
Annual Property Management Report
October 2018- September 2019
Tenant Turnover
1720 A West 11th
1007 A Charlotte Circle
1009 B Charlotte Circle 1011 A Charlotte Circle
1708 A West 10th
Building Improvements
- Demo and full bath renovation at 1007A Charlotte Circle plus full paint inside and porch
- Updated electrical on 1007A&B, 1009A&B, 1011A&B Charlotte Circle to include:
adding GFI’s to all wet areas
adding exterior outlets to each property
fixing breaker box issues with updated wiring
- Installed motion light at 1708 West 10th for rear parking and repaired wiring
- Replaced 2 breakers at 1821 A Waterston
- A/C repairs to:
1007 B Charlotte - replaced condenser motor
1708 B West 10th - replaced condenser motor
1009 A Charlotte - replaced breaker at unit
Annual Treasurer's Report (October 2018-September 2019)
CCDC Treasurer’s Report for Fiscal Year 2018-19 (October thru September)
We own 9 properties, housing 16 tenant units and manage the Haskell House and Pauline Brown Community Center. We are in the process of building a new house at 1611 W. 10th.
If we look at CCDC income for the last fiscal year, we are slightly ahead of budget if we consider that $200,000 that was budgeted for grants for renovations at the Haskell House and for the new construction at 1611 W 10th have not yet been awarded.
Rental income was slightly lower due to more of our tenants having lower incomes. We hope this trend will stabilize. For the foreseeable future, we have had to reduce or forgive rent payments due to tenants’ loss of income due to Covid19 shutdowns and shelter in place orders.
Expenses were lower than projected, resulting in net income of $6,498.
Savings were realized from
· Less money was spent for tenant holiday gifts.
· Nothing was spent on walking tours.
· Printing costs were reduced due to dropping the Historic District campaign.
Expenses greater than budgeted were related to
· Property manager needed to work more hours due to many make ready’s with higher than usual tenant turnover, more maintenance, and additional work to prepare grant applications.
· Greater expenses were required for repairs and make ready’s.
· Increased tree and lawn maintenance was required.
· 40th birthday party expenses exceeded party income.
· We subscribed to QuickBooks online to make our bookkeeping more efficient and secure and to provide for greater transparency to the Board.
Compared to previous 2 years; 2018-19 was pretty typical.
· Income is down slightly due to more tenant turnover than seen in the past, and lower rents being charged.
· Income from food for the Fun Fest was down in 2018-19 since food was sold by a food truck (Taco Flats), rather than by the CCDC.
· Utilities and maintenance are higher for properties and at Haskell House. Several stoves, HVAC units, and water heaters had to be replaced in our rental units in 2018-19.
· Event expenses were greater due to the purchase of decorations, a fan, and snow machine that will be used again in the future.
· Printing costs were greatly under budget related to dropping the Historic District campaign.
Please see the attached 2018-19 Budget to Actual Report and the 3 Year Lookback Report for details regarding CCDC finances. (Note: the website does. not support the formatting of these reports. To obtain copies, please contact CCDC Board Secretary, Kim O’Brien, kkronzer@aol.com.)
President's Annual Report
Annual Report, 2020
Mary Reed, CCDC President
Every year I try to identify an over-arching theme for my annual report, but after looking over the minutes for the past 12 months, I couldn’t identify one, single theme. What did become clear to me however, is that although the CCDC board always tries to improve how it functions and how the CCDC operates, we made big progress on both fronts last year and as a result, today’s CCDC is a more professional, tighter-run organization than ever before.
• One reason for this is that in December of last year, we held our first-ever board retreat. It gave us the opportunity to do something we don’t have time to do during our monthly board meetings. We got to step back and discuss changes we wanted to make, additional information we needed in order to be able to make more informed decisions, processes that ought to be formalized, and issues affecting the organization. As a result, the board agreed on a set of written operational policies and procedures. They include a new requirement regarding the kinds of information the board must receive when it's asked to adopt the next year’s operating budget and a requirement that the board be provided quarterly budget updates in addition to monthly reports and an annual report. We also agreed that the full board must review and approve all documents that financially obligate the CCDC in any way and that each approved doc must be signed by either the president or vice president, and we decided when multiple bids for a repair or service would be required. In addition, we added more detail and greater clarity to Rose Gabriel’s job description – Rose is our property and financial manager – made extensive changes to the CCDC’s Tenant Rules, updated the document that outlines the mission and responsibilities of our Tenant Selection Committee, and we agreed on changes to our bylaws. To date, the board has approved all new and revised documents, except for the bylaws. Kim O’Brien, our board Secretary, is reworking them and we will see a revised version of that document soon.
• Another reason why I believe we are running a tighter ship is because last year, the members of the Finance Committee -- BJ Friedman, our Treasurer, Rose Gabriel and I -- became a stronger, more cohesive, more effective team. As a result, we now provide greater oversight over the CCDC’s finances month-to-month and we’ve become more proactive.
Moving on to the CCDC’s accomplishments over the past year that relate specifically to the organization’s three missions – affordable housing, the preservation of Clarksville’s history, and community-building:
• Our affordable housing program continued to thrive due in large part to Rose’s able management and hard work, and we were awarded the $ we need to build a new single family affordable home in Clarksville.
• The CCDC played a leadership role in the fight against the proposed new land use code, which poses a threat to historic neighborhoods like ours.
• We secured a grant to make some much-needed repairs to the historic Hezekiah Haskell House.
• The CCDC became a member of the new Historic House Museum Alliance.
• We conducted several well-received tours of the Haskell House and the neighborhood.
• And, the CCDC continued to host events. For example, we hosted another ice cream social, which not only attracted new contestants, but more ice cream eaters too; the CCDC and OWANA collaborated on another Christmas Party, which was a great success thanks to delicious food provided gratis by Cover 3, more activities for kids, a new Christmas caroling leader, the ever-popular snow machines, Santa Claus, and plenty of wine. And in May, the CCDC hosted what we now know was our final Family Fun Fest. It was good while it lasted, but the board has decided that it’s time to pursue new fun activities for neighborhood kids and their families.
In closing, although we experienced our share of challenges last year and face new ones now as a result of the Corona virus, the CCDC continues to do good work in Clarksville thanks to our committed board, our Tenant Selection Committee members, Rose’s dedication, and neighborhood support.
Clarksville CDC Annual Meeting to be Virtual
Clarksville CDC Annual Meeting to be virtual
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the April 21, 2020 Annual Meeting of the Clarksville Community Development Corporation will be held virtually.
Anyone interested in “attending” must contact CCDC Secretary Kim O’Brien (kkronzer@aol.com or 512-517-0249) by Monday, April 20 for information on how to join the meeting.
Annual Meeting Agenda
Tuesday, April 21, 2020
6:30 p.m.
1. State of the CCDC
2. Financial Report
3. Housing Report
Reports will be posted at
prior to the meeting.
The CCDC Monthly Board meeting will begin at the conclusion of the Annual Meeting.
Minutes, March 17, 2020
Minutes from the March 17, 2020 Clarksville CDC Monthly Meeting
In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the board met virtually, via Google Chat.
Board members in (virtual) attendance: Aly Byatt, BJ Friedman, Paula Hern, Malcolm Greenstein, Kim O’Brien, Mary Reed, Gregory Tran
Others in (virtual) attendance: Rose Gabriel
1. On a motion by BJ, seconded by Aly, minutes from the February 18, 2020 monthly board meeting were approved.
2. Rose presented the financial report. As of February 29, our checking balance was $10,800, savings balance $127,642. We ended the month with a $3108 net gain. The “accounts receivable” line item includes one February rent payment that was late. It has since been paid. Maintenance expenses include plumbing repairs at 2 properties.
Minutes from the March 12, 2020 Finance Committee are included at the end of these minutes.
3. Rose reported that all but one tenant is current on rent. The lease on 1011B Charlotte which expires this month will be renewed. Rose is awaiting financials to determine rent. The board met in Executive Session to discuss a tenant request.
4. Mary led a discussion on the viability of the annual Family Fun Fest, both this year’s event, scheduled for May, and future events. Even before coronavirus, she was having difficulty securing sponsors for this year’s Fun Fest. There was recognition that this year’s Fun Fest would have to be cancelled. Aly will contact the Bouncy House and Petting Zoo providers to see if our deposits can be refunded. If not, she will see if we can reschedule these for future CCDC events.
Going forward, the board agreed it is time to retire the Fun Fest. We would be better served by planning different types of community events and looking to other ways to raise funds. A committee will be formed to come up with ideas. Board members were encouraged to send any suggestions to Mary.
The board recognized Mary’s outstanding work in organizing and riding herd on 11 successful Fun Fests. They were great events, made possible by all the time she put in!
5. Mary reported that HomeBase is no longer interested in administering the affordable housing funds. At this time, we don't know what, if any, changes this will mean for the CCDC going forward.
6. The discussion of tenant responsibilities to the CCDC beyond following the rules and paying rent was postponed due to a lack of time for adequate discussion. It will be discussed at a subsequent meeting.
7. The board revisited the recently adopted Tenant Rules. On a motion by Kim, seconded by Paula, the board approved changing #8, “Guests” to read “You are not permitted to have a guest stay at your home for more than 7 consecutive days without the property manager’s written permission.”
8. Because Chris Thomas was unable to attend the meeting, discussion regarding the proposed performance review process for Rose Gabriel was postponed until next month.
9. Kim explained that the annual membership drive will proceed as scheduled, running form March 21 – April 7. CCDC membership is now permanent, but door-to-door flyers will be distributed to attract additional members.
The annual board election is scheduled for April 21, the day of the Annual Meeting. As usual, there will be an extended absentee voting period. Five positions are up for election. Current board members filling those spots are Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas. Election information will also be delivered door-to-door. It will include a call to anyone interested in running for the board. The deadline to declare is April 4.
Kim noted that the Annual Meeting notice usually is delivered at the same time as the membership and election flyers. After discussion, the board decided to delay the delivery of that notice as late as possible in case the meeting must be postponed due to coronavirus concerns. According to the bylaws, notice is to be given no less than 10 days prior to the Annual Meeting.
10. The board agreed to call a Special Meeting on April 21 to approve amended bylaws, incorporating items discussed at the Board’s December retreat. This meeting will take place immediately following the conclusion of the Annual Meeting. Notice will be included on the Annual Meeting notice, will be delivered door-to-door, emailed to all current members, and posted on the CCDC website.
In addition to what was agreed upon at the retreat, the Board agreed to add a provision regarding potential postponement of Annual and Special Meetings. Current bylaws provide no direction.
11. Rose reported that engineering and architectural plans for 1611 W. 10th Street have been submitted to the City. There is a possible issue with the front porch exit being too close to power lines. If it is a problem, the steps can be repositioned to exit off the side of the porch rather than front.
12. We have received the documents regarding the Haskell House repair/improvements grant and have delivered our insurance information. The City must approve the materials we use, and there is some confusion over who will provide the approval. We will not order materials until approval is obtained.
It was also reported that there is an issue with our current Use Agreement—the City believes a new one was issued in the past year or so, but neither we nor they can produce a copy. This issue is in the process of being resolved. Until it is, we cannot get a required termite inspection.
13. Mary reported on a very successful tour she gave to a group of UT history and architecture graduate students. Approximately 25 attended. She received very positive feedback. Other tours are scheduled, but will likely be postponed due to coronavirus.
14. Under Other Business, Mary noted that there is a vacancy on the Historic Landmark Commission. The HLC meets once a month and meetings are long. Best that candidates have some knowledge of historic preservations and time to commit.
15. The board met in Executive Session to discuss a tenant matter.
Actions taken via Electronic Vote:
· On March 7, 2020, the board voted to issue a 3-day lease termination notice to a tenant. This item required immediate action and could not wait until the March meeting.
· On March 8, 2020, the board voted to adopt a revised Tenant Rules document. This item was discussed at the February board meeting. The adopted version includes revisions suggested at that time.
Minutes from March 12, 2020 Finance Committee Meeting
Attending: Mary Reed, CCDC president, BJ Friedman, CCDC Treasurer and Rose Gabriel, CCDC Financial Manager
BJ and Mary reviewed February’s P & L and Balance Sheet with Rose. BJ and Rose discussed why the payroll tax amount did not show up in Quick Books, but appeared on the Balance Sheet. Also, Rose said that she still did not understand how the CCDC’s payroll company was accounting for payroll taxes and would call the company for an explanation.
BJ compared receipts, deposit slips, debit transactions and cancelled checks to the CCDC’s February bank statement.
Mary reminded Rose that her first quarterly report to the board would be due at the April meeting. A discussion followed about possible options for highlighting data using graphs and charts.
Mary mentioned that some of the CCDC’s tenants may have their income affected by the corona virus.
She also noted that she has not yet been able to cover all of the expenses associated with the Fun Fest activities and is short $1,200 of what she needs.
Mary told BJ and Rose that Home Base no longer wants to manage the affordable housing money from OWANA and said that she wants to make a pitch that it simply be given to the CCDC. BJ and Rose agreed that that made sense and Mary shared with Rose the information she would like from her so that she can include it in her pitch. She explained that she wanted to get it to her OWANA contacts the next day because they will be meeting re some OWANA matters on Saturday. She is confident that they will support her request for the money.
Minutes, February 18, 2020
Minutes from the February 18, 2020 Clarksville CDC Monthly Meeting
Board members present: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Chris Thomas
Others present: Rose Gabriel
1. On a motion by Aly, seconded by Chris, the minutes from the January 21, 2020 monthly board meeting were approved.
2. Rose and BJ presented the financial report. As of January 31, our checking balance was $8195, savings balance, $127,641. We ended the month with a $3737 net gain. Specifics of the Profit & Loss include: the Donation line item reflects the contribution from OWANA for the holiday caroling event; Repairs includes expenses related to a broken pipe at 1011 Charlotte. Rose reported that the migration to QuickBooks Online was challenging but successful.
3. Rose presented the property management report. All tenants are current on rent. On a motion by Paula, seconded by Aly, the board agreed to lease terms for 1729A W 11th. Rose will send notice. Another tenant has asked for a lease renegotiation based on a change in income. On a motion by Paula, seconded by Chris, the board voted to approve renegotiating the lease, with the new terms effective March 1st.
4. Rose presented a spreadsheet she prepared that shows our tenants’ incomes in relation to the Austin/Travis County median family income (MFI.) Tenants range from 25-55% of MFI, with the average being about 35%. Due to loan restrictions, one CCDC property is restricted to only tenants whose income is at 50% or below. There are no restrictions or requirements on other CCDC properties.
5. On a motion by Aly, seconded by BJ, the Policy and Procedure document was approved.
6. The board discussed the proposed Tenant Rules document. Suggestions will be incorporated and will be voted on via an electronic vote.
7. Rose reported that work has begun at 1611 W. 10th Street, the site of CCDC’s next affordable home. Core samples have been drilled.
8. Rose reported that there was no progress to report regarding the Haskell House repairs. We are awaiting receipt of the grant money.
9. Mary reported that she is having a harder time than usual obtaining sponsors for the May 17th Fun Fest. One long-time sponsor (Zocolo) has closed, others have been slow in responding. She will keep at it.
10. Mary reported on an upcoming tour of the neighborhood and the Haskell House by a group of UT history and archeology graduate students. Ally will accompany the tour to “learn the ropes.”
11. Under Other Business Mary reported that Richard Orton, a documentary filmmaker who is working on a project about Freedom towns in Texas, will be meeting with her, Malcolm, Stephanie Lange, and John Henneberger this month to discuss Clarksville.
12. The board met in executive session to discuss a tenant matter.
Actions taken via Electronic Vote:
· On February 5, 2020, the board voted to approve policies and procedures pertaining to the Tenant Selection Committee. This item had been scheduled for discussion at the January meeting, but there was no time to discuss it. Rather than wait until the February meeting, the board adopted the document via electronic vote.
· On February 9, 2020, the board voted to approve the job descriptions for the CCDC property manager and financial manager. This item was discussed at the January meeting. The approved document includes suggested revisions discussed then. Rather than wait until the February meeting, the board adopted the document via electronic vote.
· On February 14, 2020, the board voted to approve a contract with the City of Austin for funds for repairs to the Haskell House. This money was awarded through the CCDC’s application to the City’s Heritage Tourism program. This matter was time-sensitive and could not wait until the February board meeting.
Minutes From Finance Committee Meeting on February 17, 2020
Attending: Mary Reed, CCDC president, BJ Friedman, CCDC Treasurer and Rose Gabriel, CCDC Financial Manager
Mary Reed and BJ Friedman reviewed the financials for January 2020 and asked Rose Gabriel about anything they did not understand.
BJ compared the CCDC bank statements for January against deposit slips, debits transactions and receipts.
Rose told BJ and Mary that she had finally figured out how to use the online version of QuickBooks and showed them the CCDC’s financial statements will look like now. After briefly looking at QuickBooks online, BJ showed Mary and Rose the sorts of graphics that can be generated for the board and Mary noted that she thought they would be perfect for Rose’s quarterly financial reports.
Minutes, January 21, 2020
Minutes from the January 21, 2020 Clarksville CDC Monthly Meeting
Board members present: Aly Byatt, BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Gregory Tran
Others present: Rose Gabriel
1. On a motion by Paula, seconded by BJ, the minutes from the November 19, 2019 monthly board meeting were approved.
2. Rose presented the November and December, 2019 financial reports.
November: We showed a net gain of $3,148. Our end of month checking balance was $10,821, savings balance was $117,621. Expenses included a permit to begin work on repairs to the Haskell House and an interest payment on the HomeBase loan.
December: We showed a net loss of $67. Our end of month checking balance was $11,150, savings balance $117,631. The $3000 architectural fee was the final payment for 1611 W. 10th. Rose reports that the architect is invested in the project and she believes she will maintain contact with the general contractor during construction. A question was raised about the possibility of adding solar panels to the house. Rose said the cost is not included in the budget, but it’s something we can consider later, as they can be added at last minute or after completion. We need to look into rebates.
The minutes from the January 14, 2020 Finance Committee meeting appear at the end of these minutes.
3. Rose presented the property management report. There was discussion about a contractor who took it upon himself to do some additional work—work not approved by the board or the Property Manager. He completed this work and in retrospect, the work was necessary. On a motion by Gregory, seconded by Aly, the board voted to pay the invoice but include a written notice not to take initiative without approval in the future. One board member voted against the motion.
4. On a motion by Kim, second by Aly, the board approved paid time off for Rose Gabriel, CCDC Property Manager and Financial Manager.
5. BJ presented an amended FY 2019-20 budget which reflects discussions from the Board’s December retreat. These items included the purchase of online Quickbooks, paid time off for the property/financial manager, an annual gift for the property/financial manager, a reduction in payroll taxes (due to an overestimation in the original budget), and the instigation of monthly budgeting for utilities. The new budget currently shows a net loss of $97,479, but the budget doesn’t reflect the $100K HomeBase loan we will be receiving in this fiscal year. When that is included, we will be at a net gain of $2521. On a motion by BJ, seconded by Paula, the board approved the amended FY 2019-20 CCDC budget.
6. One of the things discussed at the Board’s December retreat was the creation of a Policy and Procedures document that would put current practices into writing. The Board discussed a draft. Based on the discussion, Mary will amend the draft and distribute a revised version to the board for approval via an electronic vote.
7. Another thing discussed at the Board’s December retreat was the revision of the job description for the Property and Financial Manager positions. The Board reviewed a draft. Based on the discussion, Mary will amend the draft and distribute a revised version to the board for approval via an electronic vote.
8. Paula requested that the Board revisit the CCDC pet policy, which prohibits pets unless they are documented service or emotional support animals. There was a lengthy discussion. The majority sentiment was that the potential damage to the CCDC properties outweighs the possible benefit to tenants. On a split vote, the board approved a motion by BJ, seconded by Gregory, that the current policy be maintained.
9. The Board postponed discussion and approval of revised Tenant Rules until the February meeting.
10. The Board postponed discussion and approval of revised Tenant Selection Committee document until either approval via an e-vote of the February meeting.
11. Rose gave a progress report on the new CCDC house at 1611 W. 10th Street. American Youthworks (our general contractor) is awaiting permits and inspections. They anticipate we are 2 months out from starting the foundation, with pouring approximated for 2 weeks after that. Hoping for a finished slab by the end of March.
12. Rose reported that we are still awaiting our approved funding from the City for the Haskell House repairs. She will meet with contractors. Plans are to add insulation when the roof comes off.
13. Paula reported that the Holiday Party was very successful. The children’s activities, which included an OWANA-sponsored cooking decorating table, were well received. Cover Three provided great food, and the kids loved the snow. (Note for next year: blow the snow away from the door.) Rick Patrick led the carolers this year. Everyone had a great time.
14. Under Other Business, Mary reported on recent events regarding CCDC efforts to promote the Haskell House. She recently met approximately 50 St. Stephens 6th and 7th grader, teachers, and parents there. The tour was a part of their MLK Day activities, which included marching in the parade and seeing the Jacob Fontaine house. Also, she met with the man who is in charge of Walking Tour & Tourism at Visit Austin.
15. The board met in Executive Session to discuss a tenant matter.
Action taken via Electronic Vote:
· On January 16, 2020, the board voted to authorize the acceptance of a bid from Four Season Heat & Cool to replace the HVAC system at 1011A Charlotte in the amount of $4,130.
The tenant was without heat, so this matter was time-sensitive and could not wait until the January board meeting.
Minutes From Finance Committee Meeting, January 14, 2020
Attending: Mary Reed, CCDC president, BJ Friedman, CCDC Treasurer and Rose Gabriel, CCDC Financial Manager
Mary Reed and BJ Friedman reviewed the financials for November and December 2019 and asked Rose Gabriel about anything they did not understand.
BJ compared the CCDC bank statements for November and December against deposit slips, debits transactions and receipts.
BJ and Rose discussed subscribing to the online version of QuickBooks, which costs $40.00/month and allows three different people to use the service. They agreed that it’s not a good idea to have the CCDC’s QuickBooks’ information maintained on Rose’s old PC.
Mary, BJ and Rose discussed an invoice from a contractor who made unauthorized repairs/improvements at 1821B Waterston and 1817A West 10th Street. The issue to be decided is whether he should be paid for the time and materials associated with the work he did without Rose’s okay. Mary said that the decision should be made by the board and BJ agreed.
Rose shared a bid from All Year Heating and Air Conditioning for a new HVCA system at 1011A Charlotte Street. The bid is significantly less than the one provided by Totally Cool Heating and Air Conditioning for an identical unit. Because the CCDC has worked with Totally Cool for a long time and been happy with its services, Mary suggested that Rose share with it the lower bid and ask if it can meet or better it.
Minutes, November 19, 2019
Minutes from the November 19, 2019 Clarksville CDC Monthly Meeting
Board members present: Aly Byatt, BJ Freidman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Gregory Tran.
Others Present: Rose Gabriel
1. On a motion by Aly, seconded by Paula, the minutes from the October 15, 2019 monthly board meeting were approved as amended. Approved corrections have been made to the official recorded minutes.
2. BJ and Rose presented the financial report. We showed a net loss of $2,303 in October. Checking balance as of October 31, 2019 was $7,260, savings balance $117,612. Rose has altered the format of the monthly report to include a column with explanatory information for line items. The October financials included a few audit adjustment items: $333.00 in “miscellaneous income” to write off some leftover tenant deposits; $50 in “bad debt” for past rent not paid. Insurance expense was high because 2 payments cleared in 1 month. Rose’s salary expenses were higher than usual because of her heavy work load during the past month. Repair expenses included a late bill for the make ready at 1720A W. 11th and a plumbing leak at 1011A Charlotte.
Minutes from the November 12, 2019 Finance Committee meeting follow these minutes.
3. Rose presented the property management report. All tenants but one are current on rent. That tenant will pay this week. The tenant at the Neighborhood Center will be renewing, now with a commercial lease.
4. The City has approved funding for the construction of a new CCDC property to be located at 1611 W. 10th Street. The funding will come from federal dollars rather than the affordable housing bond funds. Funds are expected in early 2020. In the meantime, we will continue to work on the project, paying incurred expenses from CCDC savings /HomeBase forgivable loan.(e.g.: the October financial report includes a $1,000 expense for “architecture.”) When the City funds become available, incurred expenses will be submitted for reimbursement.
Mary has met with City staff in charge of the Heritage Tourism Grant program regarding funding awarded for repairs to the Haskell House, and we have begun the process to receive the funding. Our project should be considered at December Historic Landmark Commission meeting.
5. Mary gave the board an update on where things stand with the new Land Development Code.
· The Planning Commission hearing has taken place, with lots of testimony regarding specific concerns and lots of people expressing a desire to slow the process down.
· A concern has arisen regarding the preservation incentive included in the LDC. As written, preservationists feel it will hollow out the preservation process. At the November 18, 2019 Historic Landmark meeting, there was a push to get the HLC to hold a hearing, but they have been told that “there is no time for a hearing.” Word from the Mayor’s staff is that they “assumed” that the preservation incentive would protect historic structures.
· Local Historic District design standards will supersede the code. This is not true for NRHDs.
· The LDC is being fast-tracked. Approval on First reading is scheduled for December 9. This timetable will not allow for concerns raised by neighborhoods or individuals regarding map changes to be included, although the City has touted this to be part of the process. Council will hold a work session on December 4, a hearing on December 7, and the first reading vote on December 9. Approval on first reading requires only a simple council majority . The second reading vote will probably be in February. Second and third could happen at the same time.
· Lawsuits are expected.
6. The CCDC board retreat will take place at 9 a.m. on Sunday, December 15. The meeting will be at BJ’s house.
7. Paula reported that the community holiday gathering will take place on Saturday, December 21 at the Haskell House. Santa will be there and there will be caroling and food. Night Cap has agreed to provide treats, and we will look for a tamale source. A flyer will be delivered door-to-door, as well as publicity via the OWANA and Mathews’ listservs.
8. Board members will be decorating the Haskell House this year. BJ will distribute a calendar so that decorating times can be decided.
9. Under Other Business, Paula announced that she soon will be meeting with City staff to discuss her property and the W. 6th Street transition zone as they related to the proposed land development code. City staff to discuss her property and the W. 6th street transition zone.
10. The board did not meet in Executive Session.
Minutes from Finance Committee on November 12, 2019
Attending: BJ Friedman, Rose Gabriel, Mary Reed
BJ, Rose and Mary reviewed a new format for the CCDC’s monthly P&Ls. It will allow Rose to provide explanatory explanations next to various line items. BJ and Mary both agreed that the new format will provide the CCDC board with more information and make the organization’s finances more transparent.
They asked Rose to use the same format for the CCDC’s balance sheets, which she will.
BJ and Mary asked Rose to clarify the nature of the Alley Flat loan and the Home Base forgivable loan, both of which are listed on the October balance sheet under “Current Liabilities” and the Home Base loan which is listed on that same doc under “Long Term liabilities.” Specifically, they wanted to know where each loan came from and what the loan proceeds were being used for.
Rose will add this information to the balance sheet the board will review next week at its November board meeting.
After reviewing October’s financials, BJ reconciled the October bank statement, comparing cancelled checks and debit card purchases to the information on the statement. Rose answered BJ’s questions and said that she would contact the CCDC’s insurance company in order to clear up a discrepancy that she had no answer for.
Rose told Mary that she has finally gotten the CCDC’s COA utility accounts set up on Budget Billing. This means that the CCDC will pay on average the same amount each month to Austin Energy.
Minutes, October 15, 2019
Minutes from the October 15, 2019 Clarksville CDC Monthly Meeting
Members Present: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Kim O’Brien, Mary Reed, and Chris Thomas.
Others Present: Rose Gabriel
1. On a motion by Chris, seconded by Aly, the minutes from the August 20, 2019 monthly board meeting were approved with corrections, and on a motion by BJ, seconded by Malcolm the minutes from the September 17, 2019 board meeting were approved with corrections. Corrections have been made.
2. Our September financial report shows a net gain of $2776, a checking balance of $4903, and a savings balance of $117,539. Regarding specifics of the Profit & Loss, the refund of $400 is a rebate for a new A/C, and the increase in supplies is due to irrigation equipment (soaker hoses, timers, etc.) for Neighborhood Center and motion lights on Haskell House.
Minutes from the October 14, 2019 Finance Committee appear at the end of these minutes.
3. Rose reported that everyone is current on rent. A couple of leases are up for renewal and will be renewed. Rose is awaiting financials from tenant at 1009B Charlotte; rent to be determined based on review. 1807 W. 11th will renew at the current rate but will change to a commercial lease. Rose recommended that the late fee increase from $25 to $50. The board approved this change.
4. City staff has recommended that we receive funding from the City affordable housing bond fund for construction of a new CCDC property at 1611 W. 10th. The City Council, acting as the Austin Housing Finance Corporation, is scheduled to vote on November 14, 2019. In response to a question, Rose stated that the house will be 1095 sq. feet. Cost is expected to be $197,000. It was suggested that we post a sign out front: “Another Project by CCDC.”
We also received approval for funds for repairs to the Haskell House from the City’s Heritage Tourism grant program. We need to sign a new contract with Parks and Recreation for the Haskell House. We will be assigned a contract manager.
5. Mary reported on what’s been going on with the new land use code revision process. So far, it looks as though Clarksville will not be adversely affected by proposed changes. The transition zone on W. 6th doesn’t seem to extend beyond UT Married Student Housing. Paula Hern is going to meet with staff to verify this. Our area properties will be R2B: residential, single family + ADU or duplex. Both sides of Waterston will be RM2, higher density than R2B, but less than Palma, which will be less than Enfield (streets within the Enfield transition zone.) Two city-wide Town Hall hearings will be held before the Planning Commission, then the Council will vote
6. The CCDC Board retreat is scheduled for November 3, 2019, 9 to noon at BJ’s house. Gregory is bringing coffee & bagels.
7. No Other Business was discussed.
8. The Board did not meet in Executive Session.
Minutes from October CCDC Finance Committee Meeting, 10/14/2019
Attending: BJ Friedman, CCDC Treasurer, Mary Reed, CCDC President, Rose Gabriel, CCDC Financial Manager
BJ compared checks written and debit card purchases to information in the CCDC’s September bank statement. She has no issues.
BJ and Mary reviewed financials for September. Mary asked Rose about the $400 in refund income the CCDC had received. Rose explained that it was a rebate from the City of Austin related to the installation of new central AC at the neighborhood center. Mary also pointed out that the notecard income amount should be $20, not $24, and asked what the $588.27 in supplies represented. Rose replied that it was mostly irrigation-related expenses associated with the plants and trees at the Center, which had become extremely heat-stressed.
BJ inquired about the CCDC’s continued high utility expense. Rose said that she is trying to get the accounts for the properties with shared meters to be changed to a budget plan, and that getting separate meters for each property is on her list, but given the cost, not at the top of that list quite yet.
BJ and Rose discussed issues related to the financial data that is on the CCDC’s google drive. BJ said that it needs to be better organized. Rose explained that part of the problem is that she is not very familiar with how to get docs onto google drive. BJ gave her a quick lesson and Rose said that she felt confident that she could do what needs to be done going forward.
Minutes, September 17, 2019
Minutes from September 17, 2019 CCDC Board Meeting
Present: Mary Reed, Chris Thomas, Aubrey Carter, Gregory Tran, and Malcolm Greenstein
Rose Gabriel also present
Absent: BJ Friedman, Paula Hern, Aly Byatt, Kim O’Brien
1. The Board could not vote to approve the August 20, 2019 minutes because there was not a quorum present who was also present at that meeting. The minutes will be on next month’s agenda for approval.
2. Rose Gabriel reported that the CCDC experienced a net loss of $650.24 in August. As of August 31, the organization’s checking account balance was $452.24; the balance in its saving account was $117,539.33, which includes the $100,000 in Home Base funds.
Malcolm asked about the $21.86 ice cream social-related charge in the P & L. Rose said that it was because Mary bought some decorations to use at next year’s ice cream social.
The Finance Committee met on September 11, 2019. Minutes from that meeting appear at the end of these minutes.
Rose presented a draft CCDC operating budget for the new fiscal year – FY2019-2020. She noted that it’s pretty much same as the budget for the current fiscal year and highlighted some items:
· The CCDC will be audited annually in the future, rather than every two years. Doing it every two years was too much work. The auditor agreed to reduce her fee to $5,200.
· The budget for 1611 W 10th is $197,000, but Rose believes it may be lower in the end. For example, the survey cost $1,600 instead of $4,000.
· The $46,452 expense reflects repairs to the Haskell House that we anticipate will be paid for with the proceeds from the Heritage Tourism grant the CCDC applied for.
· Budgeted income from Christmas caroling party/ice cream social/ACL ticket sales should be changed to $1,240. Aubrey made a motion to change the number of the proposed budget from $200 to $1240, Chris seconded the motion and it passed on a unanimous vote.
3. Rose presented the Property Management report. All but one tenant is current on rent. That matter will be discussed in Executive Session.
4. Thursday, the city council will vote to on the projects recommended to receive Heritage Tourism Grant funds. Unless there are any issues, the Council should approve all of the grants “on consent.” Mary explained that if the CCDC receives the grant money it asked for, the organization will be expected to market the Haskell House as a tourist destination and that will mean training more people to be docents. Right now, she handles all of the House and neighborhood tours, but if we begin getting a lot of tour requests she will need help. So far, four people have volunteered to become docents. Mary also reported that Parks and Rec is including the Haskell House in its up-coming state-wide advertising campaign that will promote historic Austin sites to Austin visitors. The campaign will include Texas Monthly advertising.
Regarding the affordable bond fund money that the CCDC has applied for, Rose said that the City is being very rigorous regarding how that money will be used and is showing preference to multifamily housing developers. She also said that the CCDC had increased its match to $100,000 and now, the City feels that our debt to asset ratio is high – we are ranked at a risk level of 2 out of 3. Mary pointed out that the ratio is too high because the City insisted on us increasing our match, which means that we had to take on more debt, and that the City is holding small non-profits like the CCDC to the same standards as the for-profit housing developers who are applying for bond fund money, which is not fair. She indicated that she had sent Council Member Tovo a long email outlining the problems and inequities in the current bond fund application process and Tovo agreed that the process needs tweaking. Malcolm asked if other housing nonprofits had experienced similar problems; Mary said that Guadalupe had and maybe Blackland too.
Council will vote on the projects recommended to receive bond fund $ this round on November 14. Mary expressed concern about Council Member Cesar’s vote as he has been upset that the CCDC is building a SF home on the 10th Street lot, not a duplex.
5. Mary reported on the revised new land use code and said that people are finally learning about it and getting upset. She said that it will not be good for central Austin neighborhoods that are in transition zones. because SF homes in the zones will automatically be up-zoned to multi—family. Also, if owners of those homes tear them down, the new structures must be at least 4 units. There is an affordable housing bonus available to owners willing to make some % of the units affordable. The bonus would entitle them to build up to 4 more units.
Some council members are for the new code, but others are not. It will be great for developers, realtors and private investors. Those who are for the new code argue that greater density = more affordability. However, Mary says that she has yet to hear one proponent point to any city that has successfully driven down housing costs by enacting a land use code that promotes increased density.
October 4 is the release date for new revised land use code with maps. Councimember Tovo has scheduled a District 9 town hall meeting for October 10 that will take place at City Hall. There also will be a Planning Commission hearing and a Council hearing on the code. Council is slated to take a vote on the code, on first reading, in early December.
Mary will meet on Wednesday with Annick Bodette, who is one of the two city staffers in charge of the staff people who are developing the land use code. Maureen Mettauer as well as Rosemary Merriam, both with OWANA, will be at the meeting too. They have a long list of questions to ask Annick.
6. Mary proposed scheduling a board retreat for the Fall so that the board can look at the bylaws, discuss some new policies and procedures they may want to put in place, review Rose’s job description, review our lease, etc. The board talked about whether a Saturday or a Sunday morning would be best and Mary said she would survey the full board to find out what the majority wants.
7. No Other Business was discussed.
8. The Board met in Executive Session to discuss a tenant matter.
Action taken via Electronic Vote:
· On August 29, 2019, the board voted to authorize Rose Gabriel to increase the amount of money the CCDC will contribute toward the construction of a new affordable house to be located at 1611 West 10th to $100,000. The total cost of the project is projected to be $197,950. American Youth Works will contribute $20,000 in services toward the $97,950 balance. The remaining $77,950 will be paid for with City of Austin affordable housing bond fund money.
This matter was time-sensitive and could not wait until the September meeting.
Finance Committee Minutes
11:00 AM. Sept 11, 2019
Attendees: Mary Reed, CCDC President; BJ Friedman, CCDC Treasurer; Rose Gabriel, CCDC Property Manager
1. The committee reviewed the Balance Sheet for August, which showed a net income of $3155.51.
2. BJ reviewed the bank statement and reconciliation sheet.
3. The committee discussed the requirements for reporting income for the COA compliance report for 1817B W 10th. Child support, any SSI benefits for children and all liquid assets should be counted as income. $460/child should be deducted from gross income.
4. BJ asked Rose to give the Finance Committee report since she will be out of town on the day of the Board meeting.
5. Meeting adjourned at 11:40 AM
Minutes, August 20, 2019
Minutes from the August 20, 2019 Clarksville CDC Monthly Meeting
Board members in attendance: Aly Byatt, BJ Friedman, Paula Hern, Mary Reed, Chris Thomas, Gregory Tran
Others in attendance: Rose Gabriel
Approved minutes from July meeting with amendments. Aly made the motion and Gregory seconded. All ayes.
BJ reviewed the financial statements and finance committee report. We are in the black for the first time in several months. Total assets/liabilities = $883,689.78. Net income = $213.67. Mary wants clarity on ice cream social costs. She also asked why loan costs are considered “other assets”. Rose said that she would ask the auditor. Minutes from the Finance Committee meeting are at the end of these minutes.
Rose deviewed property management report. One tenant is late on rent. They are on a rent increase plan; they owe about $550 in back rent. New tenants move into 1720a on August 23. Lots of maintenance in July – several A/C motors went out and had to replace 3 stoves.
Mary discussed the funding applications submitted to the City of Austin. We completed the application grant for the affordable housing bond funds for construction of a new CCDC house – it was a lot of work. Total construction costs are estimated at $197k. We are asking the city for $104,650, we are looking to get $20k from American Youth Works, and the CCDC plans to foot the remaining $73k. We also completed the grant application to the COA's Office of Economic Development to get Heritage Tourism money for Haskell House repairs. We have asked the city for $48k. To get the funds the HH must become a “tourism destination”. Mary noted that a number of board members have agree to become HH docents.
Pamela Hill (CCDC auditor) presented the results of the CCDC's draft audit. Overall there were no surprises. The “auditors opinion” was that everything presented fairly and everything was in accordance with GAAP. There were several questions about how depreciation was calculated – based on rebuild cost (not fair market value) – depreciation is 40 years for the structure and 20 year for improvements. The auditor noted that the CCDC finance committee should review and document the monthly bank reconciliation statements monthly and approve everything. Auditor also made the following points: 1. Important that the CCDC adequately insure its properties; that it's extremely important that the board pay close attention to the CCDC's financial statements and the organization's overall operations in order to minimize risk; and that the CCDC needs to have a system in place to track by property, the organization's compliance with all loan and deed restrictions.
Mary presented information on the land use code. Lots of work will likely go into this; Aubrey, Mary, and some OWANA people working on a multi-layer map. We expect given the current position of the city council that getting it to change its proposed new land use code will be a challenge, but we are doing everything we can to prepare. Kathy Tovo’s office is organizing a District-wide meeting to educate residents about the proposed land use code, which is important because right now most people don't have a clue about it and the code is likely to have huge ramifications for them. Mary also noted that she has learned that: 1. the City of Austin has not connected with AISD at all regarding the land use code even though it will have a big impact on the AISD; 2. the City has given no consideration to date as to who will bear the cost of infrastructure upgrades; and 3. although there is a lot of concern that more multi-family housing will lead to more illegal STRs, the City has done nothing to plan for this eventuality. Mary is going to a screening on Monday for a movie about CodeNext.
Mary briefly discussed the ice cream social. Overall it went well and was very well-attended. Gregory won (again).
In “Other Business” - Mary got an email from the Elm Group (owns 24 Diner) – 24 Diner having a 10 year anniversary party; they originally planned to call it “Clarksville neighborhood party”. Mary successfully persuaded them to change the name.
No executive session
Actions taken via Electronic Vote:
· On August 1, 2019, the board voted to authorize Rose Gabriel to submit an application on behalf of the CCDC to the Austin Housing Finance Corporation for up to $175,000 for affordable housing bonds to construct a new CCDC house to be located at 1611 W. 10th. The action was approved unanimously.
· On August 13, 2019, the board voted to approve applying to Frost Bank for an unsecured line of credit in the amount of $50,000. The action was approved by more than the 2/3 majority required by the CCDC bylaws.
Both of these matters were time-sensitive and could not wait until the August meeting.
Minutes from August 15, 2019 CCDC Finance Committee Meeting
In attendance: BJ Friedman, Mary Reed, Rose Gabriel
1. Everyone reviewed the July financials. There were no corrections needed.
2. Rose noted that the CCDC’s income for the year to date was $11,525.00
3. Mary asked for an explanation of the Loan Costs line item under Other Assets on the balance sheet and mentioned that she had never seen that item before. Rose did not know what it was and said she would ask the auditor.
4. Rose also noted that the balance sheet looks a little different this month because of adjustments the auditor made.
5. Rose said that she thinks that once construction begins on the new single family home she can reduce the CCDC’s total contribution to less than what is on the application we submitted to the COA for affordable bond fund money. We have asked the city to give us $104,650. American Youth Works is contributing $20,000 and as of now, the CCDC is contributing $73,300.
6. BJ reviewed the July bank statement and compared invoices and receipts to checks written and debits made asking questions when she did not understand something.
7. Rose indicated that she is beginning work on the CCDC’s new operating budget and said that if we are awarded the bond fund money and the heritage tourism grant money, she will need to increase her hours.
8. She also noted that the amount of rent income we will be receiving is going to make things tight because the new tenants living in CCDC housing are not paying as much as the tenants they replaced. We will need to be very careful with our spending therefore.
9. BJ suggested that maybe we should consider a capital campaign to raise money for an endowment. Mary said that she knows a couple possible sources of assistance planning and managing such a campaign and will tap them in order to find out what’s involved.
10. All agreed that having a Line of Credit as well as access to the Home Base money will provide the CCDC with nice safety nets.