CARADOC HOUSING CORPORATION - Township of Strathroy ...

CALL TO ORDER
CARADOC HOUSING CORPORATION
Thursday, March 12, 2009 @ 7:30 p.m.
Minutes
Parkview Manor
Present: Steve Dausett, Chair
Doris Heisler, Vice-Chair
Peter Abel, Director
Doreen Gysbers, Director
Tiny VanPinxteren, Director
Mary Ireland, Property Manager
DECLARATION OF PECUNIARY INTEREST - Nothing declared at this time; declarations can be made at
any time during the meeting.
MINUTES – The board reviewed the minutes of the January 7, 2009 meeting as printed and circulated.
Error noted on Item #4 – Phillips, Hager & North Reserve Fund – should read “The Board reviewed PHN
Investment statement as of January 5, 2009 indicating Market Value of $125,063.45.”
“Moved by Doris Heisler, Seconded by Peter Abel that the Board approves the minutes of the
January 7, 2009 meeting as amended.” CARRIED
DELEGATIONS Chairman, Steve Dausett welcomed guests to the meeting as observers, Mr. Grant
Keay (Tenant) and Mrs. Donna Randall (Tenant).
FINANCIAL MATTERS:
1. ACCOUNTS
The Board reviewed the accounts paid from January 7, 2009 to March 11, 2009 in the amount of
$16,397.82.”
“Moved by Peter Abel, Seconded by Tiny VanPinxteren that the board approve the general
accounts in the amount of $16,397.82.” CARRIED
2. FINANCIAL REPORTS
The board reviewed the Balance Sheet and Comparative Gross Margin Income Statement as of
February 28, 2009 as well as the Trial Balance as of March 11, 2009 indicating current chequeing
account balance of $31,528.27 and Reserve Fund cash balance of $2,450.88.
The board reviewed “Draft” financial statements for period ended December 31, 2008 and Letter of
Representation as prepared by Christene Scrimgeour, CA. “Moved by Tiny VanPinxteren, Seconded
by Doris Heisler to approve the year end financial statements as prepared by the Corporation’s
auditor, Christene Scrimgeour for period ended December 31, 2008 and authorize the President
and Secretary to sign one copy of the financial statements and letter of representation on behalf
of the Board.” CARRIED
The board reviewed Christene Scrimgeour, CA “Independence” letter and billing for services.
“Moved by Doris Heisler, Seconded by Doreen Gysbers that the board approve payment to
Scrimgeour & Company Chartered Accounts for audit services of financial records for year ended
December 31, 2008 in the amount of $1,575.00 including GST.” CARRIED
The board reviewed Annual Information Return for year ending December 31, 2008 as prepared by
Property Manager, Mary Ireland for submission to City of London, Housing Division Financial Officer. It
was noted that we still haven’t received “Year End Settlement” for 2007 from City of London. City notified
Mary Ireland on February 2, 2009 that they are not releasing any AIR settlements at this time. Financial
officers are reviewing the audit plan for AIR’s and making adjustments to their template to ensure that it is
providing the best information and analysis possible. As a result, Louise Stevens has requested that no

CARADOC HOUSING CORPORATION
Thursday, March 12, 2009
Parkview Manor
further AIR’s are completed or released until the template is agreed upon and finalized. They say it is
100% internal process changes and has no direct impact on us! Our auditor can continue to estimate any
subsidy repayable using the assumptions made in the prior year. We have to remember that this money
will be payable at some point in time.
“Motion made by Peter Abel, Seconded by Tiny VanPinxteren to approve the Annual Information
Return for period ended December 31, 2008 as prepared and presented by Mary Ireland, Property
Manager and authorize the Chairman and Secretary to sign on behalf of the Board.” CARRIED
Property Manager, Mary Ireland advised that a transfer of $1,405.76 is required from the Bank of
Montreal Capital Reserve cash account to our Operating account to balance Capital Reserve account for
period ended December 31, 2008. Difference was generated due to GST reallocation.
“Moved by Doris Heisler, Seconded by Doreen Gysbers to approve transfer of $1,405.76 from the
Bank of Montreal Capital Reserve cash account to Caradoc Housing Operating account.”
CARRIED
3. BANK RECONCILIATIONS
The board reviewed bank reconciliations for the General and Reserve accounts for the
periods ending January 31, 2009 and February 28, 2009.
4. PHILLIPS, HAGER & NORTH – Reserve Fund
The Board reviewed PHN Investment statement as of March 9, 2009 indicating Market Value of
$124,537.81.
PH&N “Investor Profile & Account Objectives” completed and signed by Steve Dausett, Chair and
Mary Ireland, Property Manager for return to PHN by fax.
COMMUNICATIONS/CORRESPONDENCE:
1. ANNE CAMPBELL – CARETAKER
- Anne Campbell has returned from vacation and had only 2 hrs. Extra for February 2009.
2. WAITING LIST/TENANT CORRESPONDENCE
* Vacancies: Apt. 203 – Mr. Don Frederickson passed away March 4, 2009. Card of condolence
sent to family by Mary Ireland, Property Manager on behalf of the Board of Directors. We have
not heard from the family yet to know when they will be vacating the apartment.
* Additions to Market Rent List: - Rick & Karen Gorman (1 or 2 bedroom)
3. CITY OF LONDON - HOUSING DIVISION
- HDN#2009-139 Social Assistance, Pension and Tax Credit Rates.
- Process change for providing waitlist information for RGI applicants.
- Housing reference sheet created.
- New HAC Forms to apply for subsidized housing through the Access Ctr.
- Various emails from Ruth Bird of the Access Centre regarding updates to
Coordinated Access (Yardi)
- 3/10/09 Home at Last Program – Home at 183 Springbank Drive, London
available to qualified family. Instructions and application attached.
CHC Minutes
March 12, 2009
Page 2 of 4

4. MISCELLANEOUS CORRESPONDENCE
CARADOC HOUSING CORPORATION
Thursday, March 12, 2009
Parkview Manor
MPAC - Valuation record to support 2008 current value assessment for 2009 taxation year.
Social Housing Services Corporation
- 2009 Training Workshops available:
- Ontario Human Rights Code Amendments
- GLOBE Energy Mgmt: Identifying Inefficiencies in Your Building
- GLOBE Energy Mgmt: Inspiring Resident Involvement
- Asbestos Removal – A Crucial How-to
- New Canadian Policy Research Network (CPRN) Paper.
- New Greenhouse DVD captures spirit of youth and conservation in Social Housing
Communities.
ONPHA
- ONPHA’s 2009 Associate Directory
- ONPHA Quick Connections Dec/08 Newsletter
- ONPHA Awards 09
- ONPHA Best Deal$ Newsletter
- ONPHA – Info On – Confined Spaces (Occupational Health & Safety)
- ONPHA – Next networking meeting information – March 10/09
- ONPHA – various e-alerts regarding Federal Budget, AODA Information and
Communications Standards, New SHRA Regulation changes, Preventative Maintenance
Video on Elevators, RGI Online Course & various webinars, Canadian Mental Health Strategy
& ONPHA Conference 2009.
Parkwood Hospital
- E-mail from Christeen Howe, Registered Social Worker for new team called
Community Stroke Rehabilitation Team based at Parkwood Hospital. Taking referrals
and provided information regarding criteria and referral form.
UNFINISHED BUSINESS
2009 Operating Budget reviewed last meeting. To be signed by Doreen Gysbers.
NEW BUSINESS
Tenant in Apt.207 wants to park in Don Frederickson’s former parking space closest to the building.
The board agreed that parking allocations can continue to be decided by the Caretaker and
Property Manager since they are more aware of tenant requirements in that regard.
Caretaker, Anne Campbell reported that there was an ant problem in and around the building last
year and would like approval to spray for ants at the appropriate time. “Motion made by Tiny
VanPinxteren, Seconded by Doreen Geysbers that the board approve having the building
sprayed for ants.” CARRIED
The board reviewed a quotation from Anderson’s Electronics Inc. for repairs required to duct
detector in the amount of $536.60. “Motion made by Doris Heisler, Seconded by Peter Abel
that the board approve quotation from Anderson’s Electronics Inc. in the amount of $536.60
(taxes extra) to complete required repairs to duct detector.” CARRIED
CHC Minutes
March 12, 2009
Page 3 of 4

CARADOC HOUSING CORPORATION
Thursday, March 12, 2009
Parkview Manor
Property Manager, Mary Ireland advised that a Revised Fire Safety Plan has been forwarded to Bill
Gibson, Fire Chief for Municipality of Strathroy Caradoc for approval and signature.
Chair, Steve Dausett thanked our guests for attending the meeting and asked if they had any
comments. Tenant, Grant Keay advised that there are a few ongoing problems in the building that
should be looked at, such as:
a) squeaky hall flooring on second floor, and
b) hall light fixtures on both floors.
Chair Steve Dausett noted that Anne Campbell has already talked to Jerry Wolfes regarding the
lighting. There was some talk about changing the fixtures to accommodate the energy efficient
bulbs. We will look into further. We will also look into the hall flooring. It may require adjustment to
the wood underlay. The board also thanked Mr. Keay for his assistance while Anne Campbell was
on vacation.
At this point a Motion was made by Doris Heisler, Seconded by Peter Abel that the Board
move into camera for a personal matter. CARRIED
Discussion followed regarding some form of remuneration for Mr. Grant Keay for his efforts while
Anne was away. He ensured snow removal and salting was taken care of and was involved in a
couple of toilet overflows. It was noted that Anne Campbell took care of him for garbage detail.
“Moved by Tiny VanPinxteren, Seconded by Peter Abel to move out of camera.” CARRIED
“Moved by Tiny VanPinxteren, Seconded by Doreen Gysbers to send a Thank You card and
gift certificate from the Village Restaurant in the amount of $50.00 to Mr. Grant Keay in
appreciation.” CARRIED
ADJOURNMENT
“Moved by Peter Abel, Seconded by Doris Heisler that the Caradoc Housing Board of Directors
adjourn and meet next on Thursday, May 14, 2009 at 7:30 p.m. in the common room at
Parkview Manor, unless called by Chair.” CARRIED
CHC Minutes
March 12, 2009
Page 4 of 4