Minutes, July 19, 2022

CCDC Board of Directors Meeting

July 19, 2022

The meeting was held virtually via Zoom.

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

PPM Attendees: Brad Prak

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

2.     June Financials:

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

3.     Monthly property reports:

a.     CCDC properties managed by PPM:

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

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

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

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

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

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

c.     Renovation projects funded by OWANA funds:

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

4.     Report on recent in interest in Clarksville:

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

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

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

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

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

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

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

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

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

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

8.     Other Business:

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

Minutes, June 21, 2022

Minutes from the June 21, 2022 Clarksville CDC Monthly Meeting

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

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

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

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

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

3. Monthly property reports:

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

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

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

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

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

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

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

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

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

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

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

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

12. No Other Business was discussed.

13. The board did not meet in Executive Session.

Action taken via Electronic Vote:

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

Minutes, May 17, 2022

The May 17, 2022 monthly meeting was not held.

Monthly Meeting Minutes, April 19, 2022

Minutes for Clarksville CDC Monthly Meeting, April 19, 2022

The meeting began upon adjournment of the Annual Meeting.

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

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

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

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

3. Monthly property reports:

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

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

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

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

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

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

6. Under Other Business:

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

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

7. The board did not meet in Executive Session.

Action taken via Electronic Vote:

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

Annual Meeting Minutes, April 19, 2022

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

The meeting was held outside the Haskell House.

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

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

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

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

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

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

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

Clarksville Community Development Annual Report

Mary Reed, President

April 17, 2022

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

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

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

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

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

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

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

2020-2021 Annual Financial Report

Submitted by BJ Friedman, CCDC Treasurer

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

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

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

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

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

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

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

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

Ended the year with

Assets

Tenant Security Deposits

$14,500.31

Not usuable

CCDC Savings

$19,092.57

OWANA Award

$52,049

1611 Funds

$65,558.20

Other

$4.75

Total

$157,480.53

Liabilities

Accounts Payable

$14,970.39

Current Liabilities

$122,803.38

Primarily for $1611 W 10th Construction and Security Deposits

Total

$137,773.77

Total Equity

$745,517.58

Properties grossly undervalued

President's Annual Report, April 17, 2022

Clarksville Community Development Annual Report

Mary Reed, President

April 17, 2022

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

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

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

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

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

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

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

Minutes, March 15, 2022

Minutes for Clarksville CDC Monthly Meeting, March 15, 2022 

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

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

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

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

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

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

3. The following monthly property reports were presented:

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

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

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

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

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

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

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

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

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

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

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

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

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

Attending: Paula Hern and Mary Reed, CCDC President

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

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

Minutes, February 15, 2022

Minutes from the February 15, 2022 Clarksville CDC Monthly Meeting 

(Meeting held via Zoom)

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

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

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

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

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

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

The Finance and Operations Committee did not meet this month.

3. The following monthly property reports were presented:

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

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

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

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

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

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

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

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

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

9. Discussed under “Other Business”

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

10. The Board did not meet in Executive Session.

Minutes, January 18, 2022

Minutes from the January 18, 2022 Clarksville CDC Monthly Meeting 

(Meeting held via Zoom)

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

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

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

2.     BJ presented the monthly and quarterly financial reports.

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

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

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

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

3.     Monthly property reports.

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

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

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

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

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

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

6.     No Other Business was discussed.

7.     The Board did not meet in Executive Session.

Actions taken via Electronic Vote:

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

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

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

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

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

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

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

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

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

Minutes, November 16, 2021

Minutes from the November 16, 2021 Clarksville CDC Monthly Meeting 

(Meeting held via Zoom)

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

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

1.    On a motion by BJ, seconded by Paula, the minutes from the October 19, 2021 monthly board meeting were approved with corrections. 

2.    BJ presented the monthly financial reports. As of 10/31/21, our checking account balance was $7073, money market account (which includes funds earmarked for 1611 W. 10th Street construction and OWANA-funded repair/reconstruction projects) was $147,568. PPM is continuing the fine-tuning of the reporting system. Currently, 1611 W. 10th Street construction expenses are included with rental property expenses. These will be separated in the future.

The Finance and Operations Committee did not meet this month.

3.    Monthly property reports.

a.    CCDC properties managed by Prak Property Management: Brad  reported that interior inspections of all properties—slowed due to COVID protocols—have been completed. The board can expect a report of needed work soon (a list of exterior work needed has been prepared.)

b.    New construction at 1611 W. 10th Street: Kim reported that the foundation pour has been delayed as the contractor and the engineer go back and forth in preparation for the COA pre-pour inspection. The pour should take place in the next few weeks. Neighbor complaints have been received about the contractors working too early on weekdays and Sundays. AYW has talked to the contractor to insure this does not happen again. The first draw request, in the amount of $10,786, has been submitted to the City/AHFC. The reimbursement includes eligible expenses incurred since the project began.

c.     Grant-funded repairs at the Haskell House: Mary reported that work required will far exceed the COA Heritage Grant CCDC received for this work. COA Parks & Recreation has been both helpful and generous. Work will proceed. CCDC will be reimbursed for work done beyond the budget of the grant.

d.    Renovation projects funded by OWANA funds: Aubrey reported that we will need to pull a permit for the stair reconstruction at 1011 Charlotte. This will increase the cost of the project.

4.    The board discussed the need to review our current rent structure. A work session will be scheduled to continue the discussion.

5.    The board decided not meet in December.

6.    Mary reported on the recent CCDC Volunteer Day. “In a couple of hours we made a huge difference. Thanks to Prak Property Management for providing help, trucks, and chainsaws. And a shout out to Chris Thomas for leaf blowing the Charlotte cul-de-sac when we were done. Also, thanks to CCDC spouses Stan and Tom for their work. We will be scheduling another Work Day in the future.”

7.    Discussed under Other Business:

A group of Clarksville Community Gardeners have begun the beautification project at the  Neighborhood Center. A call went out for people who had plants they could donate. Also, some plants—which would have been trampled during renovations—were transplanted from the Haskell House. Mary will reach out to the volunteers to see how people who want to donate money to the project can do that.

Mary reported that OWANA has decided to not share proceeds from the donated ACL passes. We will reach out to ACL and ask that going forward that they give passes to us rather than having them pass through OWANA.

Paula reported on progress occurring in Mary Baylor Clarksville Park. A dead tree has been cut down, and an Austin Energy truck was on site earlier, hopefully repairing the Splash Pad

8.    The board did not meet in Executive Session.

Action taken via Electronic Vote

On November 8, 2021, the board voted to approve a contract with Phoenix 1 for repairs to the Haskell House. This matter was time-sensitive and could not wait until the November meeting.

On November 9, 2021, the board voted to approve a contract with Chem-Free for regular pest control services at the Haskell House, as required by our City of Austin use agreement. This matter was time-sensitive and could not wait until the November meeting.

Minutes, October 19, 2021

Minutes from the October 19, 2021 Clarksville CDC Monthly Meeting

The meeting was held via Zoom in order to allow the participation of a Prak Property Management representatives.

Board members in attendance: Aly Byatt, Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Mary Reed, and Gregory Tran.

Others present: Brad Prak, Linda Parsons

1.     On a motion by Aubrey, seconded by BJ, minutes from the September 21, 2021 monthly board meeting were unanimously approved.

2.     BJ reviewed the monthly financial reports. This month we were $4,000 in the black. Insurance costs were discussed. New quotes will be sought in February. Insurance will likely go up due to current conditions. We intend to seek quotes beyond our current provider.

Minutes from the October 14, 2021 Finance & Operations Committee Meeting appear at the end of these minutes. 

3.     Linda Parsons and Brad Prak, Prak Property Management, discussed the accounting information provided each month by PPM, giving the board an opportunity to ask questions and get more familiar with PPM’s reports. There was discussion regarding the use of Excel so that notes can be added for explanation, work can be linked to a particular project/address, more detail provided.

4.     Monthly property reports:

a.     CCDC properties managed by Prak Property Management. Brad reported that rents are “paid up.” Rental payments were discussed. They are posted when they get through the bank, not when they are paid.

b.     New construction at 1611 W. 10th Street: Kim was unable to attend the meeting. Her written report appears at the end of these minutes.

c.     Grant-funded repairs to the Haskell House: Mary reported that the City has asked for bids to repair the Haskell House roof. There is currently a bid for $54,800 for the other required work. The CCDC’s Heritage Grant for this work is $46,452.

d.     Renovation projects funded by OWANA funds: Aubrey was asked to produce drawings for repair to the stairs at 1712 W. 10th.

4.   A CCDC Volunteer Day will take place on Sunday, November 7 at 10 a.m. Volunteers encouraged to bring gardening tools and gloves. Water will be provided.

5.     The Board authorized Paula to talk to Colin Wallis, CEO of the Austin Parks Foundation regarding future improvements at Mary Baylor Clarksville Park.

Note: following the meeting, Paula shared the results of her meeting with Colin. “It was his first time at our park so it was worth it for that alone. We walked around the park and talked about the improvements I had brought to the board. Colin felt confident he could help get the city on board to do some of the things on the list. They would even do a CAPP (Community Activated Park Project.) Hopefully, that is true. He said he would get back in touch and we can go from there. I will get in touch with him if he does not get back with me in the next couple weeks. Fingers crossed!”

6.     Aubrey and Mary discussed plans for the stairs at 1011 Charlotte Street. Aubrey was asked to share 1011 Charlotte permitting updates with Rene and Brad.

7.     No Other Business was discussed.

8.     The Board did not meet in Executive Session.

Minutes from Finance & Operations Committee Meeting on October 14, 2021

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

1. BJ reviewed the September financials. Mary and BJ had quite a few questions about information in the financials. BJ shared Linda Parsons’, Prak Property Management, answers with Paula and Chris. 

2. Mary reviewed the status of the CCDC’s three on-going projects:

• 1611 West 10th Street. According to James Delgado with American Youth Works, many of the expenses for this project are likely to be higher than budgeted because of supply chain issues. He will update Kim on what the revised expenses are likely to be.

• Haskell House repairs. PARD developed an itemized bid request sheet that Mary has shared with about 7 new contractors in addition to Phoenix 1 and Red River Restoration. She got the names of the additional contractors from several people she knows in the historic preservation field. She also shared the COA’s insurance requirements for the HH project with all of the contractors. She continues to have regular meetings with Kim McKnight and her team.

• OWANA-funded projects. We have gotten a new bid for adding second egresses at 1011 Charlotte that is substantially lower than the first contractor’s bid. However, the new bid will have to be adjusted a bit because the engineer who reviewed Aubrey’s plans wants a few changes. Aubrey, the contractor and Brad Prak will meet at 1011 Charlotte the week of October 24.

We will not be adding a new egress to 1821B Waterston. Rose told the board that there was only one egress at that location, but in fact there are two. Prak Property Management has learned that the tenant at that property wanted a 3rd egress so she could enter the back yard from her bedroom via French doors. Therefore, once we complete the work at 1011 Charlotte, the board can decide what it wants to do with whatever OWANA money remains and share that information with OWANA.

1611 W. 10th Street Report

October Progress:

·      Our first draw request (AHFC reimbursement) was submitted 10/8/21. Have yet to hear from Sherry Cardino, AHFC, regarding its status.

·      SPS Specialty Plumbing Service began their rough in, but work was delayed due to the plumber experiencing a personal emergency. (AYW was unable to hire another plumber during the delay due to the small size of the project.) Plumbing rough in completed in early October. Two inspections need to occur (3rd party engineer and plumbing rough in) prior to foundation pour. Hopefully, will happen by the end of the month.

·      James Delgado (GC Austin Youthworks) estimates project is 10% complete. Project completion date is December 2022.

·      James met with Lee Doar from Austin Energy Green Building and we are on track to earn a 5-star rating.

·      Austin Civil Engineering was hired to draw up a TAP plan. They reduced their rate because we’re a non-profit.

·      AYW has received lumber quotes and is currently evaluating.

·      Sign acknowledging CCDC, AYW, AHFC, and City of Austin participation in the build has been installed at the site.

Minutes, September 21, 2021

Minutes from the September 21, 2021 Clarksville CDC Monthly Meeting 

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

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

1.    On a motion by Aly, seconded by Paula, the minutes from the August 17, 2021 monthly board were approved with corrections.

2.    BJ presented the monthly financial reports prepared by PPM. All rents are current. Items of interest include: postage expense was for annual renewal of the post office box; audit expense included the preparation of CCDC’s 990; bank service charges were related to tenants using Paypal to pay rent—Brad is looking into another method for tenants to pay that will avoid these charges; maintenance contracts include a $4,475 expense to repair the stairs at W. 10th Street. We operated at a $9,265 deficit in August. A portion of this ($4,092) are construction expenses at 1611 W. 10th Street. These costs will be covered by funds in our money market account designated for this project and some may be reimbursable from our Austin Housing Finance Corporation (AHFC) grant. Linda Parsons at PPM is working on the best way to show these expenses moving forward. In response to Paula’s question about the janitorial contract expense ($110) Brad responded it was a reimbursement to PPM for work done. Extermination expenses are for rodent control at 2 properties.

The Finance and Operations Committee did not meet this month.

3.    Brad Prak, PPM, CCDC’s property manager, gave a report on the state of our properties and the impact it will have on our finances moving forward. PPM completed exterior inspections on all properties in July. Internal inspections are pending due to COVID concerns. Brad walked the board through a spreadsheet that details needed work. Some things apply to all locations, e.g., cleaning and repairing gutters and installing leaf guards, overgrown landscaping at all locations. Other items are specific to individual units.

PPM’s findings show that there is much deferred work that needs to be addressed. The work can be spread out, but the goal is to get caught up within 3 years. This will mean higher maintenance expenses over this period.

In response to a question by Paula regarding when we’ll know the complete picture, Brad said that interior inspections will begin in October. PPM staff have already noted some things while performing requesting maintenance (e.g., incomplete drywall repairs.) Emergency items will be addressed right away, other items will be added on the spreadsheet’s “to be done” list. Some items—missing smoke detectors—have already been addressed.  

Brad detailed PPM’s pro-active approach to maintaining the properties. For example, PPM goes in every other month to test smoke detectors, carbon monoxide detectors, and exchange air filters.

PPM is reviewing all property and tenant files, ascertaining that income verifications are complete and accurate, and that we are charging the appropriate rents. The idea of moving one or more units to “market rates” in order to increase our income was discussed. All options will be considered.  Brad is putting together a spreadsheet that looks at different scenarios. He will present it to the board when he has all questions answered.

In discussion, BJ brought up the fact that due to COVID, tenant incomes might be down which will cause annual certifications to decrease. Gregory pointed out that tenants have responsibilities they need to meet. Brad responded that we need to set our criteria and we need to be consistent in enforcement.

4.    BJ presented the FY 2021-22 Budgets. For the first time, projects with outside revenue streams will have separate budgets.

Operating Budget: Includes all current CCDC properties, maintenance-related expenses at the Haskell House, and repair projects funded by OWANA/Home Base grant. The proposed budget shows a deficit of $15,000. Per the discussion outlined above in #3, we expect maintenance expenses to increase this year. There is potential savings in the OWANA/Home Base funded projects (see Item #5) which with OWANA’s approval, may be able to supplement some of the deferred maintenance costs.

1611 W. 10th Street: Includes projected expenses related to this new construction unit. A portion of this project is funded by a reimbursement grant from the City of Austin/AHFC; CCDC is responsible for the rest. This budget was developed 2 years ago—construction costs have increased since then. Project general contractor American YouthWorks (AYW) is in the process of collecting bids. When that is complete, this budget will be updated. There is a real concern that required funds will exceed what we have available. We will work with AYW to minimize costs where possible, and seek additional funding sources if needed.

Haskell House Repairs/Renovation: Includes projected expenses related to repairs/renovations at the Haskell House funded through a City of Austin Heritage Grant. This budget was developed with the best information available, but current costs exceed the grant received. As discussed below in #5, we continue to work with City officials to find ways to fund the completion of this project. The budget will be adjusted as additional information is ascertained.

CCDC is looking at a lean financial year, requiring the board to be vigilant and cost-conscious due to projected/expected deficits. Budget monitoring will be key, along with exploring additional income sources.

On a motion by Paula, seconded by Gregory, all budgets were approved.

5. Monthly property reports:

CCDC properties managed by Prak Property Management: information included in #2 and 3.  

1611 W. 10th Street: Kim reported that we have received our Purchase Order from the City—required in order to receive reimbursement for approved expenses. She hopes to have a draw request submitted in early October. The following work took place in August: A temporary power pole was installed, permit has been issued, and power is in place at the site; the foundation contractor finished setting forms and digging beams. Aubrey asked if there are drawings he could look at because he has some questions regarding the foundation preparation. BJ will provide them to him.

Grant-funded repairs to the Haskell House: Mary continues to work with City Parks Department officials on this project. Costs have increased significantly since the Heritage Grant budget was prepared and the grant awarded. Parks is looking at ways to participate in funding.

Renovation projects funded by OWANA/Home Base funds: PPM obtained a second bid for the addition of two new egresses at 1011 Charlotte Street--$21,850, which is substantially less than the first bud. There will be additional costs associated with the project—services of a structural engineer and permitting—amounts unknown at this time, but the amount of this new bid means that we will have OWANA funds leftover. We had thought those funds would be needed to include an additional egress at 1821B Waterston, but we have learned that the unit’s current egress meets safety requirements and the addition is not needed. When all costs are known for 1011 Charlotte, the board can consult with PPM on how to allocate any leftover funds. Reallocation will be presented to OWANA.

6. Discussion of a CCDC Volunteer Day: We’re looking for a day in mid- to late-October for board members and community members to work on the exteriors of our properties. Aly volunteered to coordinate.

7. Under Other Business, Paula reported that there is $1300 in Parks Foundation Fund. The Parks Department plans to repaint lines for pickleball court and fix the splash pad.

8. The board did not meet in Executive Session.

Action taken via Electronic Vote:

On September 14, 2021, the board voted to authorized Kim O’Brien to sign an agreement with Texas Disposal Systems for the provision of a portable toilet at 1611 W. 10th for the duration of the construction project. CCDC’s Policies and Procedures require that contracts be signed by the board president or vice-president, unless otherwise designated by the board. This matter was time-sensitive and could not wait until the September meeting.

Minutes, August 17, 2021

Minutes of the August 17, 2021 Clarksville CDC Monthly Meeting 

The meeting was held via Zoom in order to allow the participation of a board member who is out-of-town.

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

Others present: Brad Prak and Mary Vega, Prak Property Management

1.    On a motion by Paula, seconded by Chris, the minutes from the July 20, 2021 monthly board meeting were approved. Approval came after a discussion of a couple of items discussed at the July meeting: Mary reported that CCDC insurance payments can only be made either monthly or annually; we will reach out to Google Fiber for service to the Haskell House at a later date.

2.    BJ presented the monthly financial reports, the first prepared by Prak Property Management (PPM.) The Board was impressed with the level of detail. There are now 4 reports: Accounts Payable, Balance Sheet, Profit and Loss, and Trial Balance. Brad explained that the Balance Sheet provides a snapshot, whereas the Trial Balance is more thorough. Linda Parsons of PPM ] will be on a future agenda to give the Board a “tutorial” on the reports. In the meantime, Brad encouraged Board members to email him with any questions.

All security deposits are now being held in a separate account at Frost Bank. A transfer was made from our Money Market account to establish this account.

Brad requested a copy of our schedule of depreciation in order that new purchases can be added.

PPM began working with CCDC in late June. In regard to what to expect in charges from PPM, Brad described July as a “messy transition” month, and that things are getting back on track in August. He anticipates that come September things will be back to normal, promising that “in 90 days this will all be a distant memory.”

 The minutes from the August 12, 2021 meeting of the Finance and Operations Committee appear at the end of these minutes. 

3.    The ‘review of how our accounting is handled now that we are working with Prak Property Management’ was discussed as a part of Agenda Item 2.

4.    Mary updated the Board on financial challenges ahead for CCDC. Not only are we are looking at increased costs associated with deferred maintenance on our properties, we will be facing cash management issues with our 2 grant-funded projects. Both the Haskell House repairs and the new construction at 1611 W. 10th Street are reimbursement grants in which we will front all costs. We know that the Haskell House repairs will cost more than the grant, and while we are in negotiations for the City to cover the additional expenses, it looks as if this will be on a reimbursement basis, as well.  There is also the real possibility that 1611 W. 10th actual costs will exceed projected costs.

5.    Monthly property reports:

CCDC properties managed by PPM: Brad reported that exterior inspections have been conducted on all properties. Interior inspections have been postponed due to COVID, but interior repairs are being made when tenants report problems. The front staircase at 1710 W. 10th was replaced and repairs were made to its side staircase. Mary wondered if volunteers could tackle some of the projects that had been identified in the exterior inspections. Brad agreed that some could. This will be discussed further at the next Board meeting.

New construction at 1611 W. 10th Street. Kim’s written report is included at the end of these minutes.

Grant-funded repairs to the Haskell House: Mary continues to work with Kim McKnight at PARD to make this project happen. Phoenix One, PARD’s preferred contractor, has submitted a bid but it exceeds the grant funds available. Kim McK is working to see that the City covers the additional expense. Mary also reported that the City made the needed plumbing repairs and running water has been restored to the community garden.

Renovation projects funded by OWANA funds. Mary reported that the bid received for the additional ingress/egress at the Charlotte property exceeds the total amount budgeted for both intended properties.  PPM will get another bid.

6.     Pamela Hill conducted an audit of the 2020 fiscal year (October 2019-September 2020.) There were no negative findings. On a motion by BJ, seconded by Paula, the 2020 Audited Financial Statement was approved.

Kim requested that next year’s audit be performed earlier in order to meet our Austin Housing Finance Corporation’s reporting deadline for the 1611 W. 10th Street project (audit due 6 months’ following the close of the fiscal year.) Brad stated that our fiscal year financials will be closed by the first week of November and the audit can begin after that.

7.    Under Other Business, Mary reported that 2 neighborhood children deep-cleaned the Neighborhood Center’s front porch, and rather than accept payment, they donated their time to the CCDC. The Board was heartening by their generosity and support!

8.    The board did not meet in Executive Session.

Action taken via Electronic Vote:

On July 27, 2021, the board approved allowing American YouthWorks/ YouthBuild Austin to hire contractors of their choice for the 1611 W. 10th Street house. This matter was time-sensitive and could not wait until the August meeting.

Minutes from Finance & Operations Committee Meeting on August 12 2021

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

1. BJ explained that Linda Parsons with Prak Property Management (PPM) is now handling our bookkeeping and generating financial reports for the CCDC.

2. BJ reviewed the July financials that Linda Parsons had provided her so far. They are more detailed than we have seen in the past. BJ will ask Linda to pull out the data related to 1611 West 10th, the Haskell House renovations, and the OWANA projects because we plan on maintaining separate budgets for them.

3. BJ briefly reviewed our most recent audit noting that there were no negative findings.

4. Mary discussed the spreadsheet PPM put together outlining the exterior repairs needed at each CCDC property as well as issues with over-grown trees, vines and bushes. She noted that Brad Prak estimates addressing all of the problems will cost about $25,000 and most are the result of neglect for several years. Mary suggested that to save money, the CCDC board and other neighborhood volunteers can address some of the problems during a CCDC Volunteer Day. 

4. PPM has not inspected the interiors of our properties due to the uptick in COVID. We will receive a separate spreadsheet specifying what needs to be repaired or replaced once those inspections happen.

4. Mary reviewed the status of the CCDC’s three on-going projects:

• 1611 West 10th Street. Kim is taking the lead on managing this project and will serve as the liaison with the Austin Housing Finance Corporation and American Youth Works, among other things. For example, she will meet with James Delgado (AYW) to update the project budget.

• Haskell House repairs. The repairs are going to cost far more than the $46,452.00 Heritage Tourism Grant the CCDC received. Mary has had numerous meetings with Kim McKnight and others with PARD about the project and it appears that PARD will fund the amount of the project that exceeds the grant amount. She will be meeting with Kim et. al. again next week.

• OWANA-funded projects. Mary told the Committee members that Aubrey got a bid for adding second egresses at 1011 Charlotte. Unfortunately, the bid is really high: More than $64,000. We planned on funding this work and some other projects with the OWANA money we received -- about $52K. Now we are looking at a project that will exceed that amount and so we will not able to fund any of the other projects we had planned on paying for with the $52K.  Mary will ask PPM to get some bids for 1011 Charlotte to see if they can get a bid that is lower than $64K

5. Mary discussed the fact that the CCDC is probably going to experience a cash crunch in the coming months, which means that cash flow management will be critical. The situation we are in is the product of a three key factors – all of the deferred maintenance expenses we are facing, the fact that because of various delays, both 1611 and the HH projects are going to hit at the same time and both are reimbursement-based, and the cost of supplies and contractors has skyrocketed in recent months. We will probably have to tap our LOC to help juggle our financial obligations. Mary also noted that although our money market balance looks healthy, only about $13,000 of it is not earmarked for something specific.

6. Committee members discussed how to get board members to become more actively involved in the management of the CCDC rather than just attending board meetings. Mary noted that she would like everyone to read the documents they receive prior to each meeting and ask questions about anything they don’t understand, suggest solutions, etc. To date, BJ, Kim and Mary have been the most involved board members, but they don’t have all of the answers and to them being on the board lately has felt almost like a part time job even though they are volunteers like everyone else.

No one had any real solutions about how to increase engagement although Paula suggested delegating more although that can be problematic. She also said that it would be nice to know something about each of our tenants so they are more than just addresses.

1611 W. 10th Street Progress Report                                                          August 17, 2021

General Issues

·      We’re experiencing positive working relationships with David Clauss and James Delgado with American YouthWorks/YouthBuild Austin, and with Sherry Cardino, our grant manager with the Austin Housing Finance Corporation/City of Austin. All are supportive and responsive.

·      Mary, BJ, and Kim are working to determine the best way to internally manage this project—in terms of approving/processing invoices, communicating with and reporting to AHFC/COA, etc. We’re learning through trial and error, but are meeting required reporting deadlines and getting the bills paid

·      We’re getting closer and closer to getting our required Purchase Order from the COA. Once that is in place, we can begin requesting reimbursement for approved expenses.

·      As a reminder on how this project will work, AHFC/COA will reimburse us for $77,950 of the total project cost (estimated to be $197,500.) Their reimbursement process is very specific as to which expenses can be reimbursed and when. AYW/YBA is operating as our General Contractor, but CCDC is responsible for all expenses upfront. Because of the reimbursement requirement, cash management may become an issue down the line. But we have a healthy reserve set aside in our Frost Money Market account ($83,147—former HomeBase loan) and there is also our line of credit at Frost that we can rely on if needed.

·      Getting a handle on the 1611 budget is proving to be a challenge. Kim is continuing to work with David and James on this. Additionally, with construction-related cost increases in the 2 years since the budget was created and approved, there’s a general concern. James is beginning to secure bids which will help us determine potential impact.

June and July Progress

·      American YouthWorks established the building footprint with string lines; removed trees that were in the way

·      Foundation contractor began work (purchasing materials, heavy equipment rental, site work to establish building pad)

·      AYW installed required silt fence.

·      Pre-construction environmental review completed.

·      American YouthWorks (AYW) secured builders risk insurance for the project.

·      The foundation contractor worked on forms for the slab.

·      Plumbing, electrical, and HVAC subcontractors have been hired.

·      The project passed Layout Inspection. (The next inspection will happen prior to pouring contract, on track to happen at the end of August.)

·      Site sign has been ordered to inform the neighborhood that the house is a joint project of the CCDC, AHFC, City of Austin, and the AYW.

·      Water Tap permit has been obtained. 

Minutes, June 15, 2021

Minutes from the June 15, 2021 Clarksville CDC Monthly Meeting

Board Members in attendance: BJ Friedman, Malcolm Greenstein, Paula Hern, Kim O’Brien, Mary Reed, and Gregory Tran

 1.    On a motion by BJ, seconded by Paula, the minutes from the April 20, 2021 annual meeting and the April 20 and May 18, 2021 monthly board meetings were approved.

2.    BJ Friedman presented the financial reports. As of the end of May, we had $31,168 in our checking account and $168,780 in our savings account (of which $83,017 is earmarked for 1611 W. 10th, $52,049 earmarked for OWANA-funded projects.) We ended the month $4,500 in the black. There were no significant expenditures this month.

The Finance and Operations Committee did not meet in June.

3.    Rose Gabriel, Director of Property and Finance, did not attend the meeting. Her written report was reviewed.

·      Prak Property Management (PPM), the new property manager will be handling the City-funded Haskell House repairs. A meeting has been scheduled with Brad Prak, Rene Gonzalez, Mary, and Parks and Rec staff to discuss what needs to be done and how to move forward.

·      There’s been no progress on the egress/ingress issues.

·      A question was asked about expiring leases. We must agree with PPM on what lease we will use moving forward. In the meantime, all tenants with expiring leases will remain on a month-to-month until new leases are in place. PPM will do the annual inspections of the properties with expiring leases.

4.     Regarding planning for the preparation of next year’s budget, Mary and BJ will meet and make recommendations to the board.

5.    Under Other Business, the following items were discussed:

·      A meeting will take place on June 21 to discuss zoning of the UT Gateway tract. The property is not currently zoned. The purpose of the meeting is to gather input regarding what zoning to apply--UT is making moves toward redeveloping the property. At this time, it is not known what UT’s plans are. A small group of CCDC board members and an OWANA representative met to develop a list of what is important to the neighborhood. The list has been shared with Councilmember Tovo and the City of Austin case manager.

·      The poor condition of the front garden space at the Neighborhood Center was discussed. Much damage was done by February’s freeze and its current condition doesn’t reflect well on the CCDC or Pauline Brown. Mary has reached out to the community gardeners to see if they’d be interested in taking on the revitalization project, planting flowers, not vegetables. If the community gardeners don’t take on the project, BJ has a friend who has a landscape design firm. She will ask her if she’d be willing to take it on as a community project.

·      Rose has handled rental of the Haskell House, making sure the property was clean, unlocked, etc. The board discussed asking Felicia Farnes to take on this responsibility. Rental payments/donations were discussed. We believe we have Paypal or Venmo accounts to facilitate this.

6.    Upon adjournment of the meeting, the board met in Executive Session to discuss personnel matters.  

Action taken via Electronic Vote:

On June 1, 2021, the board approved the renewal of our insurance coverage. The renewal had a June 1 deadline and could not wait until the June meeting.

On May 30, 2021, the board unanimously voted to hire Prak Property Management to manage all CCDC properties as well as to handle CCDC bookkeeping. The terms of the contract, including the start date, will be negotiated. This matter was time-sensitive and could not wait until the June meeting. 

Minutes, May 20, 2021

Minutes from the May 20, 2021 Clarksville CDC Monthly Meeting

Note: meeting was originally scheduled for May 18, 2021 but was postponed due to a power outage at Haskell House.

Board members present: Aly Byatt, Aubrey Clark, Malcolm Greenstein, BJ Friedman, Paula Hern, Kim O’Brien, Mary Reed, and Gregory Tran.

Others present: August Byatt

1.    The approval of minutes from the April 20, 2021 annual and monthly board was postponed until next month.

2.    BJ Friedman presented the financial reports. As of the end of April, we had $24,065 in our checking account and $168,780 in our savings account. Of the savings total, $83,147 is allocated for the CCDC’s portion of construction of 1611 W. 10th, $52,049 is allocated for projects funded by OWANA housing funds, and the remaining $33,584 is our reserve.

Monthly expenses include a $161 insurance expenditure required per our new Haskell House use agreement with the City of Austin. Maintenance expenses include $1,100 to replace the water heater at 1807 W. 11th. We ended the month $500 in the black.

The Finance and Operations Committee met prior to the board meeting to discuss the above matters.

3.    Rose Gabriel, CCDC Directory of Property and Finance, could not attend the rescheduled meeting. The board reviewed her prepared report. Information included is summarized below.

The historic review application for 1611 W. 10th has passed and is on the April 26 consent agenda. All documents have been submitted to the City and we are awaiting our permit. American YouthWorks has chosen the foundation company. 

A partial bid has been received from Red River Restoration for replacing doors and railings, and painting windows at the Haskell House. The quoted price was $28,450, which is over half of the total project budget. We will need additional funds to complete the Haskell House repairs. 

Rose has requested several bids for the egress/ingress work at 1011 Charlotte, 1708 W. 10th, and 1821 B Waterston (work to be covered by OWANA-donated funds.) No one contacted bid the project.

Other issues: Rose reports that current challenges include getting contractors to submit bids for projects, and that prices for materials have doubled.

4.     On a motion by Malcolm, seconded by Aubrey, the following board members were selected as officers. Each will serve a 1-year term.

President: Mary Reed

Vice-President: Chris Thomas

Treasurer: BJ Friedman

Secretary: Kim O’Brien 

5.    On a motion by Aubrey, seconded by BJ, the following were appointed to two-year terms on the Tenant Selection Committee. They will serve through May 2023.

            Chris Thomas, CCDC Board

Malcolm Greenstein, CCDC Board

Thomas Schiefer, Community Member

6.    In preparation for putting together next year’s annual budget, BJ shared the current budget, along with quarterly figures. The Board will look over this information and discuss next month.

7.    Under Other Business, Mary reported that UT has applied to get the Gateway Apartment land (6th Street to W. 10th) zoned. It currently is not zoned. She spoke with the COA case manager, who was not aware of historic artifacts on the wooded portion of the land. A stakeholder meeting will take place. We need to develop a position statement. Mary will bring together a group to come up with what’s right for Clarksville. She will also communicate with OWANA. Hopefully, our positions will be aligned.

Mary requested that board members reach out to the Historic Landmark Commission to weigh in on a pending demolition permit request for 1805 Waterston Avenue. This house recently sold for over a million and the new owner/builder wants to demolish it. Daly Custom Homes is the new owner. Mary, on behalf of the board, is asking for a postponement.

Mary reminded all board members to fill out criminal background check forms (now required by the City of Austin per our Haskell House agreement) and return to Rose.

8.    The Board met in Executive Session. 

Minutes, April 20, 2021 Annual Meeting

Minutes from the April 20, 2021 Clarksville CDC Annual Meeting

In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the meeting was held via Zoom.

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

Others in Attendance: Rose Gabriel, CCDC Director of Property and Finance

1.             Mary Reed, CCDC President, presented the “State of the CCDC” Annual Report. A copy of this report can be found at http://www.clarksvillecdc.org/agendas-minutes/category/Annual+Reports

2.             BJ Friedman, CCDC Treasurer, presented a report on the CCDC’s Financial Status. A copy of this report can be found at http://www.clarksvillecdc.org/agendas-minutes/category/Annual+Reports

3.             Rose Gabriel, Director of Property and Finance, presented a report on the CCDC’s housing program. A copy of this report can be found at http://www.clarksvillecdc.org/agendas-minutes/category/Annual+Reports

4.             Kim O’Brien, acting as Election Administrator, announced the election results. Aly Byatt, Aubrey Carter, BJ Friedman, and Gregory Tran were re-elected to serve 2-year terms. 15 of 114 Members voted. (turnout percentage: 13.1%)

Minutes, April 20, 2021 Monthly Meeting

Minutes from the April 20, 2021 Clarksville CDC Monthly Meeting

            (held upon adjournment of the Annual Meeting)

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

Others in Attendance: Rose Gabriel, CCDC Director of Property and Finance 

1.    On a motion by Aubrey, seconded by Chris, the January 19, 2021 minutes were approved.

Due to severe weather, the February 16, 2021 meeting was cancelled. It was not rescheduled.

On a motion by Paula, seconded by BJ, the March 16, 2021 were approved.

2.    BJ Friedman, Treasurer, presented the monthly financial reports for March. Expenses exceeded income, resulting in a net loss of $1,460. We ended the month with $18,921 in our checking account, and $168,777 in our savings account (note: only $33,441 of this total is not allocated to specific projects.) Expenses were high the past month due to repairs associate with the severe weather. Also, property inspections began in March, at $100 each.  Two units were inspected this month. All properties will be inspected in the next few months.

For the quarter, expenses exceed income.  Renovation, supplies item is at 63%. Some is related to the freeze, some related to additional make-ready expenses.

The minutes from the April 15, 2021 meeting of the Finance and Operations Committee are at the end of these minutes.

3.    Rose Gabriel, Director of Property and Finance, presented the monthly property report.

a.    Construction of new CCDC house at 1611 W. 10th: We have paid for historic review application. Item is on their consent agenda for April 26, 2021.

b.    Grant-funded repairs to the Haskell House: Rose has sent out bid requests, but people are not responding.

c.     Egress/ingress work at 1011 Charlotte and 1821 B Waterston (work to be covered by OWANA-donated funds): Aubrey has provided drawings from for stairs at 1011 Charlotte; the door that was ordered was returned because it weather event prohibited pick up. Door will be re-ordered when an installer is available.

d.    Other issues: Questions were asked about leases coming up for renewal, with a reminder that inspections of those properties must be completed prior to renewal. Rose said that inspections are planned.

4.    The board discussed the status of meeting in person in the near future. A decision was made to hold the next meeting outside the Haskell House. In case of inclement weather, the meeting will be held via Zoom.

5.    Because of COVID concerns, the spring membership drives have not been held for the past 2 years. Kim proposed moving the membership drive to the fall, the 2021 drive to be held in October. Aubrey suggested that in addition to the door-to-door campaign, we also hold some sort of an event at the Haskell House to increase awareness.  

6.    Mary discussed the need for volunteer docents at the Haskell House.  The new Use Agreement between PARD and the CCDC calls for the Haskell House to be open for 4 hours one day per month. A number of board members expressed interest. Mary will also contact others in the neighborhood. She is drafting a manual for docents and will do an orientation. All docents will have to have criminal background checks.

7.    Mary gave an update on plans for 1104 Toyath. She met with the builders, Paradiso Homes. Subsequently, Aubrey talked to them about alternatives to their original design. The meeting went well, and they came up with a new design. The home will no longer be contributing, but it will look more appropriate for the neighborhood.  

8.    No Other Business was discussed. 

9.    The board did not meet in Executive Session.  

Action taken via Electronic Vote: 

On March 17, 2021, the board authorized Mary to sign the new Haskell House use agreement between City Parks and Recreation and the CCDC. Our initial agreement had expired. This item had been on February’s agenda for approval, but the meeting was cancelled to extreme weather. This matter was time-sensitive and could not wait until the April meeting.

Minutes from Finance & Operations Committee Meeting on April 15, 2021

Attending: BJ Friedman, CCDC Treasurer, Paula Hern, Mary Reed, CCDC President, and Rose Gabriel, CCDC Director Property and Finance.  Absent: Chris Thomas, CCDC Vice President

The Committee reviewed and discussed the financials for March as well as the FY 2019-2020 Budget to Actual doc and a doc comparing income and expenses in FY 2017-2018, FY 2018-2019 and FY 2019-2020, both of which were prepared by BJ.

Rose provided an update on the property inspections that were conducted. She also reported on her conversation with a tenant family that has not been current on its rent for quite a while and that has violated some tenant rules.

Mary asked Rose about the status of our application for a tank-less water tank rebate. Rose said that we had not applied for it yet.

The Committee discussed if there are actions that the CCDC can do to prepare for potential problems caused by extreme cold or extreme heat. Mary commented that we should figure out if there are things we can do to protect the CCDC’s infrastructure like the pipes, HVAC, water tanks in our properties. BJ asked if all of our properties have functioning windows with screens; Rose did not know. Rose will put together some severe weather event preparation options for the committee members to consider.

Mary also noted that the COA has plans to establish “resiliency centers” in different locations throughout the city. People could go to these centers if remaining in their homes during a severe weather event was not a viable option. Mary offered to contact Shannon Halley with Councilmember Tovo’s office about the centers and to find out if Shannon has information about the potential impact of prolonged extreme heat on people and properties.

Minutes, March 16, 2021

Minutes for March 16, 2021 Clarksville CDC Monthly Meeting

In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the March 16, 2021 Monthly Meeting was held via Zoom.

Attendees: BJ Friedman, Malcolm Greenstein, Paula Hern, Mary Reed, Gregory Tran

Guest: Thomas Schiefer, tmschiefer@gmail.com - 512-547-9990

1.    Since there was no quorum, approval of minutes from the January 19, 2021 monthly board meeting will need to approved at the April meeting.

Note: due to severe weather, the board did not meet on February 16, 2021.

2.    BJ Friedman, Treasurer, presented the monthly financial reports for February. Income exceeded expenses, resulting in a net gain of $2,757. We ended the month with $22,397 in our checking account, and $168,775 in our savings account (note: only $33,448 of this total is not allocated to specific projects.)

The minutes from the March meeting of the Finance and Operations Committee are at the end of these minutes.

3.    Rose Gabriel, Director of Property and Finance, presented her monthly report.

a.    A second updated application for plan approvals for 1611 W 10th was sent to City of Austin after making changes. The inspector came back with two comments which have been addressed and we are waiting for a response.

b.    Rose met with Red River Restorations and Kidd Roofing to get updated bids for the work on the Haskell House since so much time has passed since their initial bids. Rose worked with Ellen and Kim from COA and PARD to confirm specifications of materials and the scope of work. She is waiting on updated bids.

c.     Aubrey provided drawings for egress/ingress work at 1011 Charlotte. Rose will initiate search for contractors to do the work. Drawings are needed for similar work at 1708 W 10th. Rose will set up a meeting with Aubrey to get drawings done. The door for 1721B Waterston was returned since Rose was not able to pick it up due to the weather event. She will order another door and have it installed.

d.    The February Snowpocalypse resulted in broken pipes and damaged tankless water heaters. Water heaters at 1729A & B were replaced and those at 1007B, 1009B and 1011 B were repaired by volunteers for free.

Rose was reminded to add water bills to leases that will be renewed on the properties where the water meters are shared by 2 units and CCDC pays the water bills.

4.     Property inspections have been done at 1011 A&B and 1009B Charlotte. Others are in progress. Rose shared a document showing the findings of the inspections. She, with BJ’s help, will create a spreadsheet to organize all inspection information.

5.     Thomas Schiefer, who is a member of the Tenant Selection Committee discussed various possible initiatives to support CCDC tenants and to increase our outreach to potential tenants in the African American community. Thomas believes CCDC and the greater Clarksville community can do more to support our tenants. He asked the Board to consider his ideas and to propose other ideas and to provide information that he can use to address these issues:

·      connecting with African American organizations in the city like KAZI and churches to encourage them to provide names for potential tenants,

·      create a Resource guide since many of our tenants are unfamiliar with the neighborhood, (location of grocery stores, hospitals, transportation, etc.),

·      collaborate with organizations for donations for things like inexpensive appliances, especially for refrigerators, washer/dryers,

·      encourage others in the neighborhood to be sponsors of families who would be willing to help to provide connections for new tenants; could be a walk around the neighborhood, welcome package with basics, e.g., toilet paper, some cleaning supplies, etc. in a Fresh Plus canvas bag,

·      suggested we partner with ATXFreeFridge (https://www.austinmonthly.com/atx-free-fridge-project-chooses-solidarity-over-charity/) to provide surplus fresh food for tenants or anyone in the neighborhood who might be food insecure. Mary suggested we could put a fridge on the porch of the Neighborhood Center and also have a place where dry goods and clothing could be collected and distributed to our tenants. ATXFreeFridge would maintain the refrigerator. Malcolm raised the issue of stigma attached to getting these foods/supplies. Thomas didn’t think this is an issue in the current environment where food insecurity is rampant. Malcolm wondered if Fresh Plus might be willing to donate foods that are about to expire.

Thomas thinks the time is right for engaging the neighborhood to enhance the mission of CCDC and would love Fresh Plus to participate. He is just asking the Board and TSC for ideas about how to proceed. He provided his notes for the board to review. https://docs.google.com/document/d/10M3QWVDvOqhwl3xHo7Ixu1PI-CMxHj8mFd7mw8dmu-M/edit?usp=sharing. He has a meeting set up with Free Fridge to get further information.

6.     Mary asked the board if they have questions regarding the agreement between the City of Austin and CCDC regarding the Haskell House. Malcolm asked if Mary saw any problems with the agreement. She said we would have to do some upfront work, e.g., create a training guide for volunteers, Haskell House must be open and staffed for 4 hours/month, an annual report, visitor log (city provides one), and criminal background checks for volunteers. She noted that we would need to do some of these things anyway to comply with the Heritage grant agreement. She will ask for a Board vote by email since there was no quorum and she needs to sign the agreement as soon as possible.

7.     Mary reminded the Board of the April 20, 2021, CCDC Annual Meeting and Board of Directors election. Current board members up for re-election are Aly Byatt, Aubrey Carter, BJ Friedman, and Gregory Tran. Current board members who are up for re-election will be asked if they are still willing to run. Kim wants to know if we want to do a membership drive through delivering flyers to each house, as we have done in the past, except during the COVID lockdown in 2020. Mary and BJ want to do this. Paula asked if we could email. The problem with email is  we don’t have email addresses for all neighborhood residents. BJ suggested posting the info on NextDoor. Malcolm thinks door to door solicitation of new members isn’t worthwhile since it has historically not resulted in many new members. Mary said she would reach out to board members who weren’t in attendance for their input.

8.     In Other Business, Mary informed the Board that $100 gift cards to Cipollina will be given to the 3 individuals who volunteered their labor to fix our water heaters: Ramesh Yerraballi, Ben Nippes, and Ingrid Ristroph. (After the meeting, we learned that Ron Weiss, Cipollina co-owner is donating one of the gift cards.)

Mary also informed that Board that the contributing house on Toyath has been sold to builders (Paradisa Homes) and they want to tear down the house. Gregory, Aubrey, and Mary met with the builders today. The meeting ended on a hopeful note – the builders said that keeping the front façade and sides and building behind the façade, as suggested by CCDC representatives, might work. Aubrey will meet with them with other ideas. It was also suggested that the builders meet with the City Preservation Office for ideas. The CCDC representatives also suggested remodeling the current house and building an ADU behind it instead of the swimming pool/spa proposed by the builders. Demolition of the house is scheduled for Monday, Mar 22.

9.     Meeting was adjourned and the Board went into Executive Session.

Action taken via Electronic Vote: 

Following the severe weather and power blackout of February 15-20, 2021, the board took several acti0ns to restore hot water to 4 CCDC units. This matter was time-sensitive and could not wait until the March meeting.

Minutes from Finance & Operations Committee Meeting on March 11, 2021

Attending: BJ Friedman, CCDC Treasurer, Paula Hern, Mary Reed, CCDC President, Chris Thomas, CCDC Vice President, and Rose Gabriel, CCDC Director Property and Finance.

BJ compared the CCDC’s February bank statement against deposit slips, debit

transactions and receipts for that month.

The financials for February were reviewed and Mary requested a few clarifications.

Rose provided updates on: 1611 West 10th Street, the ingress/egress projects at 1011 Charlotte and 1821B Waterston, and the Haskell House project. She also noted that because of the complications created by Covid, the City will offer Heritage Tourism grantees optional one-year contract term extensions. Both Rose and Mary expressed relief.

Rose reported on the progress of the property inspections.

Rose reported on the financial impact of the storm damage to the CCDC. She noted that we saved thousands of dollars because Gregory’s friends were able to repair nearly all of the damaged hot water tanks at our property.

Committee members had a brief discussion about steps the CCDC should do to better prepare its properties to withstand the effects of future severe weather events. Rose said that in the event of seriously cold weather, she thinks all we need to do to avoid future damage to our hot water tanks is turn the water off at the street and that draining them would not be necessary.

Minutes, January 19, 2021

Minutes from the January 19, 2021 Clarksville CDC Monthly Meeting

In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the meeting was held via Zoom.

Board members attending: Aly Byatt, Aubrey Carter, BJ Friedman, Malcom Greenstein, Paula Hern, Kim O’Brien, and Chris Thomas

Others attending: Rose Gabriel, Director of Property and Finance

1.    On a motion by Aly, seconded by Aubrey, the minutes from the November 17, 2020 monthly board meeting were approved.

2.    BJ reviewed the November and December financial statements s of the end of December, our checking balance was $12,111, our savings $168,769 (the savings balance includes approximately $136,931in funds dedicated to specific projects—construction of 1611 W. 10th, Haskell House repairs, OWANA-donated funds.) Items of note include a donation in the amount of $225 made to the CCDC in honor of Brooke Bailey. This donation will be equally matched by the Gates Foundation.

BJ also presented the quarterly financial reports and reviewed expenditures and discussed trends with the board.

Minutes from the Finance and Operations Committee meeting of January 14, 2021 appear at the end of these minutes.

3.    Rose presented her monthly report. There are no current vacancies. One tenant is in the process of moving in. One tenant is behind on rent but are making payments. Meetings are taking place to address egress/ingress issues at 1011 Charlotte, 1708 W. 10th, and 1721 B Waterston.

4.    The Finance and Operations Committee has been discussing the need for a more systematic property inspections. There are some things that Rose can and has been handling, but there’s a need to hire someone with more specific expertise for a more thorough inspections. At the FOC’s recommendation, the board’s agreed to contract with someone who will conduct an inspection of each property. Rose will develop a schedule, with inspections expected to begin in the spring. Following this initial inspection, each property will be inspected annually, likely to coincide with lease renewals.

On a motion by Aly, seconded by Aubrey, the board voted to amend the budget to included costs outlined on the agenda backup, $1020 ($60/unit.)

5.    Rose reported that reworked plans for the house at 1611 W. 10th Street will be resubmitted to the City in the next day or two.

6.    Rose reported that there’s been little progress on the Haskell House repairs. The bid from Phoenix One, the Dallas contractor recommended by the City, was double the amount of grant money we received. She will meet again with Kim McKnight, Austin Parks & Recreation, to discuss options. The deadline to finish the project is September, but Kim thinks we will have no problem getting an extension. BJ has reached out to a local restoration architect to see if we can find someone local to do the work.

On a motion by Kim O’Brien, seconded by Chris, the board approved a motion expressing our preference for finding a local contractor to do the job.

7.    No Other Business was discussed.

8.    The board did not meet in Executive Session.  

Actions taken via Electronic Vote: 

1/10/21: The board approved to accept the bid from Jaime and Samuel Romero, in the amount of $4,000 for interior painting at 1729 A W. 11th. This matter was time-sensitive and could not wait until the January meeting.

Minutes from Finance & Operations Committee Meeting on January 14, 2021

Attending: BJ Friedman, CCDC Treasurer, Paula Hern, Mary Reed, CCDC President, Chris Thomas, CCDC Vice President, and Rose Gabriel, CCDC Director Property and Finance.

BJ compared the CCDC’s November and December bank statements against deposit slips, debit transactions and receipts for that month.

The financials for November and December were reviewed and some clarifications were requested. 

Committee members established a regular day and time for their meetings – 4PM on the Thursday before the CCDC’s monthly board meeting.

Rose provided updates on: 1611 West 10th Street, the stairs rebuild/second egress project at 1011 Charlotte, and the Haskell House project. 

The committee discussed CCDC property inspections. Right now, inspections occur once/year. (Rose provided a checklist of all of the things that she believes should be inspected at each CCDC property.) However, Rose said that she believes some things should be inspected every quarter and that other things could be inspected annually. Her arguments for quarterly inspections were that problems are more likely to be detected sooner, when they will be less expensive to fix. She also noted that too often tenants don’t bring problems to her attention because they don’t want to “bother her” about them.

Mary and Chris objected to quarterly inspections of things inside a tenant’s home because they believed that having someone visit their homes every three months would feel invasive to tenants.

Rose also noted that she does not have time to do regular inspections and recommended that the CCDC hire someone to do them. She also provided the committee with a list of what things should be inspected every quarter versus annually together with an estimate of how much she believed someone would charge to do each kind of inspection. There was some discussion about whether the CCDC could afford to outsource inspections, and who the CCDC might hire to do them. Mary noted that Felicia Farnes could perform some of the tasks – tasks that did not require her to enter the homes of other tenants and tasks that would not put her in the position of “tattling” on other tenants.

After some debate, BJ said that she felt that in light of the amount the CCDC spends on property repairs paying for more frequent inspections would be money well spent and hopefully reduce our overall costs. The Committee members concurred. Also, Rose agreed to revise her inspection plan to reflect committee members’ feedback.

Minutes, November 17, 2020

Minutes from the November 17, 2020 Clarksville CDC Monthly Meeting

In support of citywide efforts to reduce the spread of coronavirus (COVID-19), the November 17, 2020 Monthly Meeting was held via Zoom.

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

Others in Attendance: Rose Gabriel, CCDC Director of Property and Finance, August Byatt, Justice Gabriel.

1.    On a motion by Aly, seconded by BJ, the minutes from the October 20, 2020 monthly board meeting were approved.

2.    BJ presented the monthly financial reports. We ended October with $4702 in our checking account, $168,763* in our savings account (* of that total, $31,757 is not designated to be spent on specific projects.)

We are investigating the $251 bank service charge. We renewed our line of credit at Frost Bank but were not aware that we would be charged this fee.

The ending balance shows negative because we returned the $7500 federal Covid-19 Economic Injury Disaster Loan (EIDL) received in the previous fiscal year. The repayment of $7566.11includes interest accrued on the loan.

The minutes from the November Finance and Operations Committee meeting appear at the end of these minutes.

3.    Rose Gabriel, Director of Property and Finance, gave her monthly report. Two tenants are on payment plans and are current on those plans. New tenants are moving into 1007B Charlotte. They were referred by Casa Marianella. Two sets of tenants are moving out, one at the end of November, the other the end of December.

Regarding egress issues at 1011 Charlotte: the front steps need to be redesigned, along with adding back egress. Rose suggested moving the current upper unit tenants into the about to be vacant lower unit during construction. When the work is complete, new tenants would move into the  upper unit. It would mean a loss of rent for a month or two on the upper unit, but work must be done. The board approved the idea. Rose will talk to the upstairs tenant and see if they want to move. No make-ready will be required. Aubrey will draw required plans.

The board commended Rose on the monthly report’s format.

4.    Rose gave the monthly progress report on the CCDC house at 1611 W. 10th Street.

She presented the board with a document showing expenditures to date as  compared to the approved Development Budget. She explained the amount charged to Infrastructure is for copying plans (at this time this is the most appropriate line item.)

Expenditures are to be submitted to the City for reimbursement. Because the reimbursement process is cumbersome, Rose will wait until more expenses are accrued before seeking reimbursement.

We are hoping for a February groundbreaking.

5.    Rose reported on a productive meeting with City staff and Phoenix One, the contractor who will be performing the grant-funded repairs to the Haskell House. Phoenix One is out of Dallas, but they have worked with COA/PARD before, and were the City’s recommendation.

6.    The following was discussed under Other Business:

On a motion by Kim, seconded by Malcolm, additional egress at 1821 B Waterston was added to the top priority list, along with the other properties with egress issues. This unit has two exits, but they both are close to the front. There is no door at the back and tenant can’t easily access the back yard. A French door can replace one of the back windows.

Mary reported on improvement to our service from Higginbottom Insurance. Our account representative will now be someone who worked for the company when it was William Gammon and is familiar with the CCDC.

The Austin Chapter of the American Institute of Architects Gala, where the CCDC will be presented with the Vision Award, will be held virtually this week. Mary, Rose, and BJ will be “attending” (and enjoying the promised “cocktail kit.”) Mary prepared a video accepting the award which will be shown. The award will be displayed at the  Haskell House.

Mary reported that Steve Amos, who lives on Waterston, has an idea for an online holiday celebration. Since COVID will prevent holding the annual CCDC/OWANA Holiday event, Steve is suggesting identifying a couple of Christmas Carols that everyone can sing outside their houses at the same time. We’ll contact Rick Patrick to suggest some carols. Paula asked that OWANA be included. Mary will work with Steve. 

Aubrey wondered if we can have a board gathering, outside the Haskell House, with holiday libations. The Board was agreeable.

Mary announced that there would be no board meeting in December.

7.    The Board did not meet in Executive Session.  

Actions taken via Electronic Vote: 

11/5/20: The board approved a graduated rent increase schedule for a tenant. This matter was time-sensitive and could not wait until the November meeting.

Minutes from November 12, 2020, Finance & Operations Committee Meeting

Attending: BJ Friedman, CCDC Treasurer, Mary Reed, CCDC President, Paula Hern and Rose Gabriel, CCDC Director of Property and Finance. Absent: Chris Thomas, CCDC Vice President

BJ compared the CCDC’s October bank statement against deposit slips, debit transactions and receipts for that month.

Everyone reviewed the financials for October and asked Rose for several clarifications.

Mary asked Rose if there were any regular or periodic bills we could have auto-debited from the CCDC bank account beside our insurance payment that Rose is going to have paid that way from now on and our monthly utility bills.

Mary asked if Rose had applied for the CCDC to be reimbursed for the expenses the organization has incurred thus far related to 1611 West 10th. Rose said that to date, we’ve incurred about $10,000 worth of expenses and that she wants to wait until that amount is larger before completing a reimbursement request.

Rose reported that on Saturday, 11/13, she will meet at the Haskell House with Kim McKnight and Kyle, a contractor recommended by Kim, to discuss the Haskell House project. 

Mary reminded Rose that she would like the Committee members to review an up-dated version of the repairs-needed doc.

Mary and Rose discussed the $251.00 fee that Frost Bank appears to have charged the CCDC for the renewal of our LOC. Mary said that she had reread all of the documents related to that renewal and did not see any mention of a fee. Rose will contact Frost about this matter.