Minutes & Financial Reports
President’s Annual Report
The following report was presented at the April 15, 2025 Annual Meeting.
2024 Annual Report
Submitted by Chris Thomas, CCDC President
2024 was (yet another) very eventful year for the CCDC. We saw changes in the board, our properties, our financial situation and some of our supporting programs and initiatives.
Starting with the changes in the board, 2024 saw the departure of both Mary Reed and Thomas Schiefer. Both served the board for many years, made substantial contributions, and will be missed. In their place, Amanda Cox and Billy Edwards stepped in to fill the vacancies. Billy’s term goes to April 2025 and Amanda’s goes to April 2026.
2024 also saw a hotly contested board election with 8 people competing for 5 spots. In the end, the incumbents won the seats, with Malcolm, Mary, Chris, Kim, and Paula being the winners. Detailed election results are in the April 2024 meeting minutes on the website.
Much of the focus and priority of 2024 was on the CCDC’s financial situation. Given a lengthy list of repairs, the finish-out and challenges of 1611 W. 10th, several vacancies, and repairs to one property coming in at 120% over budget due to severe damage, our overall situation has dipped into the red. The board continues to work closely with Brad and his team to get the properties rented, carefully watch any additional expenses, and greatly improve the financial situation by end of year.
Along with a focus on getting (and keeping) all properties rented, the CCDC is looking into any and all fundraising opportunities. We are happy to report that we brought in just under $5,000 from Amplify Austin Day. This included 100% of board participation in the donations. This is a good start, but more funds are needed, and we encourage any fundraising ideas and efforts people want to provide.
One of the many takeaways from the board election in April was that the CCDC needed to get more input from the neighborhood about its mission and initiatives. To better understand the concerns of the neighborhood and give members a voice, the CCDC sent out a survey to all 185 members in May. A few of the key themes are communication and transparency. As a result, the following actions were taken by the CCDC:
· An effort to better communicate the time and agenda of the board meetings and to encourage more attendance and participation
· Several updates to the website (meeting info, financials)
· An update to our (somewhat outdated) bylaws
· Revisions to our tenant selection process
For the bylaws revisions, we created a board subcommittee to focus on the bylaws and worked with a team of UT law students and professor to review and revise the bylaws. The updated bylaws are now complete and will soon be available for review by the CCDC membership
For the tenant policy updates, the CCDC voted in November to eliminate the previous restriction that did not allow any tenants without children. Although we cannot legally show preference to any group, the CCDC is working on several initiatives to bring original Clarksville descendants back to the neighborhood.
Also in 2024, the CCDC started or continued several programs for the betterment of the neighborhood and to further the missions. This included programs like the Austin Museum Day and Clarksville Conversations, that put a strong focus on promoting and preserving the history of the neighborhood and promoting the usage of the Haskell House for social events. We continue to participate in the OWANA steering and zoning committees, to better understand issues and developments that affect the neighborhood. As mentioned earlier, Amplify Austin Day (the “I live here I give here” program) was a big success, bringing in badly-needed donations. Lastly, yearly events like the Ice Cream Social and the Christmas Party at the Haskell House were a big success in bringing the neighborhood together and promoting the Haskell House as a cultural event center.
Overall, 2024 was a big year for the CCDC. We saw a lot of change and a lot of challenge. But with the strong board we have in place, the strong help and support of Prak Property Management, a focus on the highest priority items, and a determination to further the missions of the CCDC, we are off to a strong start and expect 2025 to be a great year for the CCDC.
Treasurer’s Annual Report
The following report was presented at the April 15, 2025 Annual Meeting
2023-2024 Annual Financial Report
Submitted by BJ Friedman, CCDC Treasurer
This report covers the Fiscal Year Oct 2023-Sept 2024.
As usual, our biggest source of income came from rents. The 2023-24 fiscal year saw $228,878 coming from rents on our 11 properties.
Another plus, we received an anonymous gift of $50,000 in February 2023. With Kim and Mary developing an incredible marketing blitz, we made our first foray to raise money through the “I Live Here, I Give Here” campaign. That project brought us a little over $9,100 in donations, largely from folks who had never before contributed to the CCDC. Additional donations totally around $4000 permitted us to make much needed repairs to our properties.
Another grant for $10,000 and a donation of $20,000 was obtained to help with repairs at our property at 1817 W 10th St. Repairs on this property were double what was anticipated, which resulted in the biggest share of our net loss this fiscal year.
The tenants at 1817 W 10th were moved to a vacant property while repairs were made. The vacant property rents for more than the tenants pay at 1817, which resulted in a loss of revenue.
Based on donations, grants, gifts, and excellent financial and property management by Prak Property Management, we continue to address the structural issues for 2 of the properties on Charlotte.
Respectfully submitted,
BJ Friedman, CCDC Treasurer
Minutes, March 18, 2025
Minutes from the March 18, 2025 Clarksville CDC Monthly Meeting
Board members present: Aubrey Carter, Amanda Cox, Billy Edwards, BJ Friedman, Malcolm Greenstein, Felecia Miller, Chris Thomas
Guests present: Kathy Doyle, Kyle Cox
1. Approval of minutes from the February 18, 2025 monthly meeting.
BJ moved and Billy seconded to approve the minutes. The minutes were approved unanimously.
2. Presentation of monthly financial reports.
BJ presented the February financial reports. We continue to spend more money on repairs which have depleted our reserves. The board discussed issues that have caused our problems, including the renovation of the 1817 W 10th house costing double what we estimated. We will freeze unnecessary spending until we are in a more stable financial position
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Chris read a report from Brad. There are still 3 properties that are not rented. The board discusses why there is a delay in renting these. Possibilities include a surplus of new rentals available, as well as our 3 bedroom units only having 1 bath.
Billy motioned and Felecia seconded a motion to raise our income threshold to 80% pending discussion with Brad. The motion was passed unanimously.
b. New construction at 1611 W. 10th Street.
Chris read a report from Kim. We continue to await inspections to complete the project. The latest issue involves creating a restrictive covenant which Kim is working on.
4. Update on bylaw revision process.
BJ reported on the progress with bylaw revision. An outstanding issue that needed board input was placing a limit on spending amounts requiring board approval. The board agreed on a $5000 limit to spending without board approval, pending discussion with Brad.
5. Report on Amplify Austin Day.
Chris read a report from Kim. We have raised approximately $5100 pending matches, fees, prizes. She will have a better accounting at the next board meeting. BJ brought up an issue to people who want to donate to CCDC via RMDs. Our PO Box number is incorrect on the Fidelity funds database. She is working on correcting it.
6. Discussion of current financial situation and future fundraising options.
Chris opened discussion on how we might improve our current financial situation and future fundraising. Besides the issues with 1611 and 1817 W 10th, Prak has been performing lots of repairs/maintenance on properties that the board was unaware of.
Actions to take:
· Freeze non-essential expenses
· Talk with Brad about payment plans for contractors
· Use remainder of Line of Credit; see if we can get more
· Talk with Brad about putting brakes on repairs
· Rent properties – will go to 80% of MFI; confer with Brad about why taking so long to rent and going to 80%
· Water bills-
o The properties where we pay the water bills have smart meters that notify Prak when there is excessive water use. We need to know if Prak is responding to the notifications and perhaps we need to set up having notifications sent to a board member to help Prak out.
o Get our council member to help us get credit for our repairs done at 1720 W 11th.
o Brad needs to know about notifications; we need to be on the notification as wells; maybe we can be more responsible for monitoring water use and take some burden from Prak
o if too much water is used, we could consider charging the tenants for the overage.
o Investigate again with Brad about our ability to charge tenants for water utilities
Fundraising Ideas
§ Grants – BJ mentioned that we have investigated grants from the city, but how all of our efforts have been worthless.
§ Events – If we put on an event, it has to be low effort with a big return.
§ Involve local restaurants – especially Jeffreys/Josephine House that has big spending customers. Ask local restaurants to dedicate a % of meals on a particular day to benefit CCDC.
§ Raffles – Ideas included raffles for a stay at an island retreat that Malcolm knows about, a car, a case of Tito’s vodka, something related to neighborhood
§ Local businesses – Contact neighborhood business icons (Howler Brothers, Mean Eyed Cat, Donn’s Depot, El Arroyo) to see if they will support us.
7. Reminder of upcoming board of director election and April 15, 2025 Annual Meeting. Chris read a report from Kim.
§ Important Dates:
§ Deadline for members to state their intent to run for the board: Monday, March 24
· An email needs to be sent to ClarksvilleCDC@gmail.com
§ Deadline to become a CCDC member in order to be eligible to vote in the upcoming election: Monday, March 31
§ Ballots and candidate information will be sent to all members on or about April 4
§ Election results will be announced at the Annual Meeting, April 15
§ Voting will be confidential and tallied automatically
§ BJ has drafted a ballot will be created and distributed through Google Forms with the current incumbents listed. It will be updated with any additional candidates.
§ Amanda will monitor the election and report on the results at the Annual Meeting in April.
· The Important Dates information has been shared via:
§ A flyer including the above information was delivered earlier this month to all houses within CCDC boundaries with the above information early this month
§ Flyer is included in a blog post on the website
§ Flyer was shared via email with all members, with important dates and confidential balloting highlighted in the transmittal email
· As of 9:30 this morning, no one has notified us that they want to be included on the ballot.
· 4 current members whose terms expire in April (Aubrey, Billy, Felecia, BJ)
· All potential candidates need to send an email to ClarksvilleCDC@gmail stating their intent to run. A bio &/or personal statement will be required (but does not have to be submitted with the intent to run email.)
8. Report from OWANA Steering Committee.
Paula Hern was unable to attend the meeting, but provided the following report from the March 4, 2025 OWANA general membership meeting.
· OWANA’S membership list is fully automated so people can sign up and pay dues online now. The dues have been increased to $35/year with option of $100/year.
· Manifold, the developer who owns the W. 6th and Walsh property, spent time presenting what they hope to do on the lot and are asking for OWANA's support. They want to have 60ft height at 6th and step up to 120ft at 5th. They say they will have 18ft sidewalks with green space. They will have businesses on bottom with rental property including affordable units, on top. No definite plans or concept drawings were presented so OWANA is not formally supporting. But, the zoning committee is working with Manifold to try and assure they keep to their stated plans.
· There will be an Easter egg hunt at the West Austin Park on April 19th. Am sure there will be emails to remind.
9. Other Business.
Next Clarksville Conversation will be held on April 12 with a presentation by Floris Sorrells who will discuss foodways of Clarksville residents and other freedom colonies.
Meeting adjourned at 7:30.
Actions taken via Electronic Vote:
On February 19, 2025, the board voted to appoint Felecia Miller to serve as Vice-President of the CCDC Board of Directors. She will serve until the term ends in May 2025. This matter was time-sensitive and could not wait until the March 2025 meeting.
On March 13, 2025, the board passed a resolution authorizing board secretary Kim Kronzer O'Brien to sign a Restrictive Covenant Regarding Affordable Housing Requirement, as required by the City of Austin's Housing Department. This matter was time-sensitive and could not wait until the March 2025 meeting.
Minutes, February 18, 2025
Minutes from the February 18, 2025 Clarksville CDC Monthly Meeting
Board members present: Aubrey Carter, Amanda Cox, Billy Edwards, BJ Friedman, Paula Hern, Felecia Miller, Kim O’Brien, Chris Thomas
1. Introduction of new board members: Billy Edwards and Amanda Cox. Chris Thomas.
The Board welcomed new board members Billy Edwards and Amanda Cox. Billy will serve the remainder of a term that ends in April 2025. Amanda will serve until April 2026. Their bios can be found on the CCDC website.
2. Approval of minutes from the January 21, 2025 monthly meeting. Kim O’Brien.
On a motion by BJ, seconded by Paula, the minutes were approved. They are posted on the website
3. Presentation of monthly financial reports. BJ Friedman.
BJ reported there was nothing outstanding in terms of expenses or revenue in the past month, but that major repairs have depleted our reserve funds and we need to be careful with spending.
In response to a question about our cash reserve, she explained that our previous property manager worked hard to save money, which built up our reserves, but we learned that major repairs were deferred. The past two years, we’ve been catching up on needed maintenance and repairs, some of which (e.g., foundation repairs, exterior painting) are high-ticket items. As a result, this year and next will be lean, but we’ll be better off in the long run. We have drawn down on our letter of credit, but are making monthly payments on it.
Felecia is going to do research on our utility issue because utility costs are high. (Note: the CCDC duplexes each have a single water meter.)
The February 2025 financial reports are posted on the website.
4. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Chris Thomas.
We currently have 5 vacancies. The reasons vary. Some people were lined up, but backed out. Mary Vega, PPM, is working to get these units rented. A concern was expressed that prospective tenants are not being responded to. This information will be shared with Brad.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Sod is down, along with pea gravel and river rock. We are waiting on the electrical subcontractor to call for the final electrical inspection. When that passes, we can begin calling for other remaining inspections.
The Board discussed planning an open house for when the project is complete.
5. Nomination of CCDC Vice-President. (office currently vacant) Chris Thomas.
Chris nominated Felecia Miller to serve as Vice-President, and the board enthusiastically endorsed the nomination. Felicia asked for time to think it over.
6. Report on bylaw revision process. BJ Friedman.
The Bylaws committee has been meeting with the students from the UT law clinic and their supervising professor, who will be completing a draft bylaw revision. This should be available soon for review.
The law clinic was asked if they could provide us with a definitive answer regarding giving preference to descendants. They said that the research required is beyond what they can do at this time. Felecia is working on a definition of descendants that she will share with the board.
7. Discussion of Amplify Austin Day (March 5-6, 2025.) Kim O’Brien.
Kim shared details of the upcoming Amplify Austin Day fundraising campaign. We will be contacting all members, along with the people on our mailing lists, requesting funds for housing repairs. Our goal is to raise $10,000.
8. Discussion of April board of director elections and membership. Kim O’Brien.
Four board positions are up for election in April. CCDC members are eligible to serve on the board. Deadline for inclusion on the ballot is March 24, 2025. Anyone interested must send an email to ClarksvilleCDC@gmail.com. A flyer with this information will be delivered to every home within the CCDC boundaries. It will also be shared via email with all members, and posted on the website.
Only CCDC members may vote in the election. In order to vote in the April 2025 election, membership applications must be received by March 31, 2025. Election materials will be distributed to members on or about April 4, with ballots due by noon, April 15. Voting will online. All votes will be confidential, and tallied electronically. Results will be announced at the Annual Meeting, which takes place April 15, 6:30 p.m.
9. Discuss Ice Cream Social—set the date and identify a volunteer to help organize.
Mary Reed has volunteered to organize the event, but wants a board member to work with her in order to phase out her involvement. Aubrey volunteered. The Board settled on August 17 as the date, the weekend before school starts.
10. Announcement of upcoming Clarksville Conversation: Sundays at the Haskell House. (Sunday, March 9, 2-3 p.m.) Dr. Tara Dudley will discuss the Cumberland-style architecture that personified early Clarksville and the black craftsmen and builders who worked in Clarksville and environs.
11. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
Paula reported that the 04 Center has backed out of leasing St. Luke, due to electrical & parking issues. It is not known at this time what will happen with the property. OWANA is automating their membership and looking to raise dues.
12. Other Business.
No Other Business was discussed.
13. Executive Session, if necessary.
The Board did not meet in Executive Session.
Action taken via Electronic Vote:
On January 30, 2025, the board authorized Kim O’Brien to sign an affidavit on behalf of the Board. The affidavit, which verifies the date of the CCDC loan agreement with the Austin Housing Finance Corporation for the construction of 1611 W. 10th, was required by HUD because the original agreement was not dated. This matter was time-sensitive and could not wait until the February 2025 meeting.
Minutes, January 21, 2025
Minutes from the January 21, 2025 Clarksville CDC Monthly Meeting
Due to inclement weather, the meeting was held virtually.
Board members present: Aubrey Carter, BJ Friedman, Paula Hern, Felecia Miller, Kim O’Brien, Chris Thomas
1. Approval of minutes from the November 19, 2024 monthly meeting.
On a motion by Chris, seconded by Aubrey, the minutes were approved.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad was unable to attend the meeting.
The November and December financial reports are posted on the CCDC website.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management.
Kim shared information shared by Brad that all but 2 vacancies have been pre-leased. Candidates are being considered for the remaining 2.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that the majority of the work on the house is completed, but a slew of inspections must be completed before we can receive our Certificate of Occupancy. Sod will go in as soon as the weather allows.
4. Discussion of board vacancies.
Five members expressed interest in filling the current two vacancies on the CCDC Board.
After going into Executive Session, all board members present voted to appoint Billy Edwards to the term that expires in April 2025, and Amanda Cox to the term that expires April 2026.
5. Discussion of opening a separate checking account for the Haskell House. BJ Friedman.
BJ reported that it will ease operations if a separate checking account is opened to pay Haskell House expenses. Frost Bank says that there will be no additional charge for this account. BJ will act as the bookkeeper. On a motion by BJ, seconded by Chris, the board approved setting up a separate checking account.
6. Report on Thanksgiving turkeys for the residents. Felecia Miller.
Felecia submitted a request through HEB’s charitable giving program and received donated turkeys for all residents who wanted them. A few remaining turkeys were distributed through Sweet Home. She thanked BJ and Stan for picking up the turkeys. Plans for next year will include delivering the turkeys directly to the residents’ homes rather than having them pick them up at the Haskell House.
7. Report on CCDC/OWANA Holiday/Caroling event. Paula Hern.
The Holiday/Caroling event was well attended, despite less than ideal weather. Kids enjoyed the ornament-making crafts and the snow machine. Adults enjoyed the libations and delicious tamales. Because of the weather, everyone gathered inside the Haskell House to sing carols, huddling together in the candle light. Afterward, a group of intrepid carolers had a great time circulating through the neighborhood, stopping to sing at residences and the businesses along West Lynn. Thanks to OWANA for helping to fund the event.
8. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
Paula reported that Steve Amos is now the chair of OWANA. Kim reported the Zoning Committee continues to meet with representatives of the proposed developments at W. 6th Street and N. Lamar and Hartland Plaza (1717 W. 6th Street Lake Austin Commons PUD.)
9. Other Business.
No Other Business was discussed.
10. Executive Session, if necessary.
The Board met in Executive Session to discuss applications received to fill the 2 current CCDC board vacancies.
Actions taken via Electronic Vote:
On November 22, 2024, the board elected Chris Thomas to serve as President of the CCDC board of directors. This term will expire when new officers are elected at the May 2025 monthly board meeting. This matter was time-sensitive and could not wait until the January 2025 meeting.
On November 22, 2024, the board voted unanimously to amend current applicant and resident eligibility criteria. Going forward, CCDC will no longer require tenants to have children under the age of 18. There cannot, however, be a household consisting solely of full-time students. These changes will go into effect December 1, 2024. This matter was time-sensitive and could not wait until the January 2025 meeting.
On December 17, 2024, the board voted unanimously to approve the 2024 Audited Financial Statement, which contained no findings. The matter was time-sensitive and could not wait until the January 2025 meeting.
Minutes, November 19, 2024
Minutes from the November 19, 2024 Clarksville CDC Monthly Meeting
Board Members in attendance: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Felicia Miller, Chris Thomas
Others in attendance: Brad Prak, Randi Shade
1. Approval of minutes from the October 15, 2024 monthly meeting.
The minutes were approved with a couple grammatical changes that Paula will pass on to Kim. Aubrey motioned and Paula seconded. Vote was unanimous to approve.
2. Presentation of monthly financial reports by Brad Prak of Prak Property Management. Brad went over the balances in the accounts. (Financials are attached to the minutes.) Brad reported that there was about $20,091 in rental income. This is the first month there is rent coming in from a city housing voucher for a tenant. There was about $26,903.81 in expenses for a loss of $6500 for the month. There was another anonymous donation of $50,000 that will go towards foundation work, painting and replacement of rotten wood for houses on Charlotte. Ticket sales from the theater performance at Haskell brought in $5900. CCDC will be able to begin paying off the principal on our line of credit (we have been paying the interest since the draw down.)
The Finance & Operations Committee did not meet this month.
October financial reports are posted on the website.
3. Monthly property reports:
a. Brad Prak reported on property updates. Brad said tenants are being lined up for renewals. Prak Management will be monitoring tenants incomes to make sure tenants are not being charged more than the Board has wanted in terms of the percentage of their income. The tenant at 1011B left unexpectedly so there will be a vacancy to fill. The tenants in the Waterston unit are willing to transfer to the new 1611 house once it is ready. The foundation work is progressing at 1007 Charlotte and painting of both this property and 1009 Charlotte is next. Paula noted metal edging sticking up that could pose a problem at 1817B. Brad is aware and will have that fixed. There was some discussion about the requirements for tenancy and how tenants are sourced.
b. The report on the new construction at 1611 W. 10th Street was read by Felicia as Kim O’Brien was unable to attend the meeting.
“We have stalled. Again. The meeting with Sam West, COA Transportation & Public Works, mentioned at the October meeting, took place on October 16. We did everything he required, including filing a Waiver of Construction with the Travis County Clerk—which he did not require until October 24 and which could not be filed at the Clerk’s office until October 29. While this was going on, AYW was in the process renewing their Right of Way Liability insurance, something they hold only because of this project, which was due to expire on November 6. Sadly, the renewal came through a day too late--and our permit request expired along with the insurance coverage. With the insurance now back in place, we have applied to reactivate the permit. And are waiting.
COA Housing had planned to tell HUD (who, like the CCDC, is concerned over how long this project has taken to complete) that we would be done by the end of November. This will not be the case. Even if the EX permit were to be issued tomorrow, AYW’s Green Building workers are off all of next week due to Thanksgiving. And of course, we have no control over when the EX permit will be issued. I’ve informed Housing of the status and as of yet, there’s been no pushback. I am certain they are not pleased.”
Aubrey brought up the possible need for an expediter for the needed permit. Thomas had consulted one earlier and they said there was no help they could give beyond what was already being done.
4. Discussion of board vacancies. Chris reported that both Mary Reed and Thomas Scheifer have resigned from the board. Chris is now the acting President. The board will discuss the process for nominating and voting on new board members, but the by-laws will dictate this process. Chris will let members know how they can express an interest in these two positions so they can be considered by the board.
5. Paula talked about the plans so far for the OWANA/CCDC Caroling event on December 15, 4:30. Mary has ordered food from Galaxy. Kim has fliers being printed and the flier has been sent to Donna Osborne to put in the upcoming OWL. Thomas will man the snow machines again and BJ has purchased the snowballs. BJ will also sell earrings at the event as they were a successful fund raiser last year. T-shirts were discussed as something that need to be redesigned with Haskell House the main feature for future events. Paula will purchase wreaths, wine and water. She will also schedule a time to decorate. Aubrey was going to check when the lights will be installed. We have carolling leaders committed for the event-Rick and Phyllis Patrick and Erika Tatum. There are still other details to manage but we are almost there.
6. Report from OWANA Steering and Zoning Committees.
Kim’s report was read by Felicia.
“I sent the Board a copy of an email from OWANA to the membership detailing the status of 1209 W. 5th Street, a proposed project, 120’ feet in height on a relatively postage stamp-sized lot. The City Council has approved the project on 1st reading (on a 7-3 vote, District 9 Councilmember Qadri not only voting in favor, but verbally supporting.) The project is scheduled for 2nd and 3rd reading this Thursday. The project is bad on many levels—it’s speculative, with no architectural drawings developed; it contains no neighborhood benefits; it includes the possibility of a hotel meeting 50% of the required 70% affordable housing requirement. If approved it will set a dangerous precedent, both for our neighborhood and the city. OWANA is mobilizing opposition for Thursday’s meeting.”
Paula reported there were various bylaw issues discussed at the last OWANA steering committee. But, one of the main things discussed during the meeting was how to help St. Luke Methodist Church find another tenant. The congregation voted to close the church. They are looking for a new, preferably nonprofit group, that can take on the buildings and provide a service to the community. A couple of the steering committee members are actively looking for a new tenant to help out both the church and the neighborhood. A possible historic designation may be considered for the sanctuary but it is unsure it qualifies. If a tenant is not found, the property could be sold by the larger Methodist council.
7. No other business was discussed.
8. No Executive Session was needed.
Action taken via Electronic Vote:
On October 24, the board voted to authorize Kim O’Brien to sign a Waiver for Construction required by the City of Austin Transportation Department related to 1611 W. 10th Street. This matter was time-sensitive and could not wait until the November meeting.
Minutes, October 15, 2024
Minutes from the October 15, 2024 Clarksville CDC Monthly Meeting
Board members in attendance: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Felecia Miller, Kim O’Brien, Thomas Schiefer, Chris Thomas
Others in attendance: Brad Prak, Mark Carpenter, Amanda Cox, Kyle Cox, Jennifer Keane, Lou Rigler, Randi Shade
1. Adoption of Standards of Civility. Chris Thomas.
The following was presented:
CCDC Standards of Civility
- Please be respectful of all meeting participants, do not interrupt when someone else is speaking, and do not speak over that person.
- If you are a visitor at a meeting, raise your hand if you want to speak so the meeting chair can call on you.
- If the meeting topic gets too hostile, the meeting chair reserves the right to end the discussion and move on to the next item on the agenda.
- If the general tone of the meeting gets too hostile, the meeting chair reserves the right to adjourn the meeting.
These standards will apply to all meeting attendees, including the board. On a motion by BJ, seconded by Aubrey, the Standards of Civility were unanimously adopted.
2. Approval of minutes from the September 17, 2024 monthly meeting. Kim O’Brien.
On a motion by Aubrey, seconded by BJ, the minutes from September 17, 2024 were approved.
3. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad reported that our monthly income in September included $19,083 in rental income. Additional contributions (including sale of ACL passes, donated by C3) brought monthly income to $22,353. Expenses this month were $29,507, for a negative balance of $7154.
September financial reports are posted on the CCDC website.
Minutes from the October 10, 2024 Finance and Operations Committee meeting appear at the end of the minutes.
4. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Brad Prak.
Brad reported that PPM has begun renewing leases and the process is going smoothly. Marivaldo is still with PPM but in a new position. Mary Vega is now the CCDC’s property manager. Unit inspections were completed last week. A few items were found, but nothing serious. Overall, the tenants are doing a good job of taking care of their units.
Regarding vacancies, Brad reported the following: 1007 A & B Charlotte---foundation work is wrapping up. Once it is complete, we will remodel the interiors and paint the exterior, tackling rotten wood as we go; 1009 A Charlotte--make ready wrapping up; 1720 B W 11th--make ready wrapping up; 1708 B W 10th--just vacated. We are proposing for the resident in the A unit to transfer to this as their unit needs repairs we can make easier if it is vacant; 1611--once its ready, we have a transfer option for our long-time residents in 1821 A Waterston. Their unit needs a lot of work that again, is easier done if the unit is empty and they are a good fit for the rent restriction we have on 1611.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that there has been no progress on the required excavation (EX) permit. There may be hope on the horizon, however, because COA Housing officials are getting pressure from HUD because the project has dragged on so long—if not completed soon, they may have to return money to HUD, which raises the stakes considerably. As such, they have brokered an on-site meeting with Sam West, COA Transportation & Public Works, to discuss next steps. We have supplied times that we can meet and are waiting to hear back from Mr. West.
5. Discussion of creating a CCDC Membership Directory.
A membership directory was suggested in the member survey. To the boards’ response that it was something they did not have time to take on, a member volunteered to take on the project. Prior to moving forward, though, it was agreed that we needed to determine if it was something the membership was actually interested in having. Additionally, questions were raised as to what the membership directory would be used for and what information it would contain. It was agreed that we would reach out to the member who volunteered their time to discuss next steps.
As a part of this discussion, member Jennifer Keane shared information from Texas non-profit statutes (specifically, Business Code, Chapter 22158) that may govern how CCDC membership information must be shared. The board will look into this further.
6. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
Kim gave an update on ongoing negotiations concerning Hartland Plaza (Lake Austin PUD.) Agreements have been made about what will be required for future pickleball use. She also provided an update on the properties directly to the south of Zydeco Development’s West Lynn property (Nau’s/Café Medici/etc.) Zydeco is in negotiations to obtain these properties from the developer who owns them now (and has approved City plans for a multi-family project that is not compatible with the neighborhood.) If Zydeco is successful, they plan a project that will integrate with the Nau’s project (with a restaurant and some additional housing.)
7. Other Business.
A question was raised about looking for foundation money to pay back the line of credit that we have begun drawing down on to pay for property improvements. The board responded that the current budget anticipates making monthly payments to pay down the line of credit.
BJ reported that Austin Museum Day was a huge success, with a steady stream of visitors all day (estimated at 300 people.) Soul Man Sam was a bit hit. Docents were available all day. Many attendees commented that they had no idea that the Haskell House existed. Thanks to Aubrey for underwriting Soul Man Sam, and Astound Broadband for funding.
Kim mentioned that she’d shared Blue Santa information with Brad to share with tenants who have children 14 and under.
A reminder was given about the event currently taking place at the Haskell House on Friday and Saturday nights, Speak No More: Witch, presented by theater company La Fenice. Someone who’d attended the production said it challenged your imagination. The show continues through November.
8. Executive Session, if necessary.
The board did not meet in executive session.
Action taken via Electronic Vote:
On September 30, 2024, the board voted to adopt the FY 2024-25 operating budget. This matter was time-sensitive and could not wait until the October meeting. The approved budget can be found here.
Minutes From F&O Committee Meeting on October 10, 2024
Attending: BJ Friedman, Chris Thomas and Mary Reed.
1. Mary reported that according to Kim, we are still waiting for an excavation permit from the city for 1611 West 10th Street. The retaining wall cannot be built without that permit and other actions cannot be taken as well. American Youth Works (AYW) has tried to figure out the reason for the delay and on 10/10, the city had reached out to schedule a meeting on site that will include someone with the City, Kim O’Brien, David Clauss, and Ashley Rodriguez with AYW.
2. Mary reported that Prak had completed inspections of all CCDC properties and everything was in good condition. Currently, Prak is looking for tenants for some Charlotte Street units, the top unit at 1708 West 10th and 1720B West 11th Street.
Brad Prak is considering offering the older couple living at Waterston the opportunity to move into one of the Charlotte Street units or maybe 1611. Moving them would allow Prak to perform some much-needed repairs at the couple’s home inside and out.
Minutes, September 17, 2024
Minutes from the September 17, 2024 Clarksville CDC Monthly Meeting
Board members in attendance: Aubrey Carter, BJ Friedman, Paula Hern, Felecia Miller, Kim O’Brien, Mary Reed, Chris Thomas
Others in attendance: Brad Prak, Karen Kennard, Randi Shade
1. Approval of minutes from the August 20, 2024 monthly meeting. Kim O’Brien.
On a motion by Paula, seconded by BJ, the minutes from August 20, 2024 were approved with corrections.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Brad reported that our monthly income in August included $18,103 in rental income. Expenses this month were high ($60,995) due to expenses related to the make-ready of one of the Charlotte properties and preparation for foundation work at another of the Charlotte properties.
August financial reports are posted on the CCDC website.
Minutes from the September 12, 2024 Finance and Operations Committee meeting appear at the end of the minutes.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Brad Prak.
Brad reported the following: 1007 Charlotte is empty pending porch and foundation work; 1009A is currently vacant; 1720B is vacant, make-ready planned. 1720B W. 11th vacant, but expect to be rented soon. 1817B W. 10th will be empty by the end of the month (note: this is an RHDA property which comes with the following requirements: tenant income must be below 50% MFI, rent can’t exceed 30% of income.) There currently are no Clarksville descendants on the waiting list. There was a discussion about spreading the word about vacancies. Sharing on social media was suggested.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that we are still awaiting the issuance of the required Excavation permit (related to the retaining wall.) We have met placement requirements—which we were able to do without having to relocate the water meter—but were rejected for not attaching previously submitted bond and insurance information. We have resubmitted and are awaiting approval. The few remaining interior items are being addressed. Sod will be installed. Additional landscaping will take place when temperatures are cooler. Final inspection cannot take place until we’ve secured the Excavation permit, but we are holding at a September 2024 project completion date, in hopes that we can secure it shortly. Some good news: we will be getting a solar rebate of $2500. Brad reminded the board this unit is a RHDA unit. As such, tenant income must be below 50% of MFI and rent can’t exceed 30% of tenant income.
4. Discussion and approval of 2024-25 rents for CCDC housing units. Brad Prak.
Brad presented a proposed rent schedule, with individual rents increasing from 2% to 10% based on current tenants and their income. As in the past, the board’s policy is to not set a rent that is higher than 40% of a tenant’s income and to review proposed rent increases annually. The proposed schedule currently reflects the 40% requirement; rents will be adjusted if necessary to insure this when leases are issued.
There was a discussion about the balance of respecting our tenants’ financial situations with the CCDC’s need to maintain our properties amidst rising costs. We believe that setting rents at 40% of income keeps our properties affordable without creating an unreasonable burden for our tenants.
On a motion by BJ, seconded by Chris, the rent schedule was unanimously approved.
5. Discussion of the 2024-25 CCDC budget. BJ Friedman and Brad Prak.
The FY 2023-24 budget and year-to-date expenditures, along with a draft budget for the next fiscal year was shared. Board members remarked that there is not much difference between last year’ and this year’s proposed budget. Some needed information—including remaining 1611 W. 10th Street expenditures—remains. The budget, which will go into effect on October 1, will be approved by an electronic vote.
6. Discussion of plan for Bylaws revision. Mary Reed.
As an offshoot of last month’s discussion of the member survey report, the board agreed to come up with a process to revising the current bylaws at the September meeting. The following proposal was presented and adopted.
A subcommittee of the board, made up of BJ Friedman, Malcolm Greenstein, Felecia Miller, and Mary Reed, will lead the process. Beginning in January, they will be supported by the UT Entrepreneurship and Community Law Clinic. Prior to January, information will be shared will all CCDC members, asking for input and suggestions for changes. It was agreed that all members’ comments and suggestions would be shared with the membership, as well. Draft bylaws will also be shared with the members when complete.
7. Discussion of plans for Austin Museum Day. Mary Reed.
Austin Museum Day at the Haskell House will take place on Sunday, September 22, noon to 4. All board members who are in town need to be at the Haskell House at 10:30 to set up. Docents will be available throughout the event. Soul Man Sam and his band will play at 2 p.m. Free refreshments will be on hand, and we’ll have merch to sell: Haskell House puzzles and hand fans (new items), along with our notecards, t-shirts, and earrings. Gift cards have been donated by Cippolina, Taco Flats, and Galaxy. These will be raffled, with tickets priced at 1 for $5, 3 for $10.
8. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
Paula reported that we have 4 ACL passes to sell, 2 for each weekend. Members will be given a first priority for them, with a wider net being cast should any still be available.
Kim reported that OWANA, working with the nearby neighbors of Hartland Plaza, continues negotiations on HP’s PUD amendment. Points of contention include issues surrounding the pickleball courts and HP’s request to include a cocktail lounge in the development. The Planning Commission is scheduled to discuss this project again on September 24.
9. Other Business.
Paula and Mary, looking for a way to make the backroom/bathroom area of the Haskell House look more appealing, presented the idea of having some pen and ink drawings by long-time Old West Austin resident Ed Jordan framed and hung. The drawings are of Clarksville homes. Paula has offered to pay for framing. Aubrey suggested contacting the gallery on West 12th to see if they might help with costs. Aubrey would like to work with them and see about making prints for sale of the drawings.
Randi Shade asked for an update on her request to learn when CCDC made the change to rent to families with children under 18. The board apologized for the delay and that the information would be forthcoming.
10. Executive Session, if necessary.
The Board did not meet in Executive Session.
Minutes From F&O Committee Meeting on September 12, 2024
Attending: BJ Friedman, Mary Reed. Absent: Chris Thomas
1. BJ and Mary discussed why the Grounds Contract expense on the CCDC’s P & Ls for July and August have been so high. Because Linda had categorized the foundation work at 1009 Charlotte as a Grounds Contact expense when it should have been treated as a Repair expense. Linda will correct.
2. Mary reported that according to Kim, we are now waiting for an excavation permit from the city for 1611 West 10th Street. The retaining wall cannot be built without that permit. Ashley with American Youth Works believes that the permit will come quickly.
3. Mary reported that according to Malcolm a hearing must be scheduled before the attorney representing Tony Brown, the defendant in our lawsuit related to the driveway at 1611, can officially withdraw from the case. The attorney asked the court for permission to do so earlier this year, but because Brown never signed the paperwork related to the withdrawal request, a hearing is necessary. The hearing will take place on Zoom and according to Malcolm, it’s just a legal formality.
4. BJ and Mary discussed the need for all board members to promote CCDC activities and events, like Austin Museum Day and the upcoming series of performances happening at the Haskell House.
5. Mary suggested that at this year’s AMD, we ask people to make a donation to the CCDC if they want to enter our gift card raffle. BJ suggested $5/ticket.
6. BJ will send the board the current FY budget as adopted together with actual year-to-date expenditures and ask members to come to the next board meeting with any changes or additions they would like to see included in the CCDC’s 2024/2025 FY budget.
7. BJ and Mary discussed moving to a floating time for future F&O Committee meetings rather than always scheduling them for 4PM. This is because the meeting time was set to accommodate Chris’ schedule, but more often than not this year he has not been able to meet then because of work and parental obligations, but BJ and Mary can usually meet earlier in the day. They agreed that if Chris knows in a given month that he can meet at 4, that’s when the three of them will meet; otherwise, BJ and Mary will meet earlier on their meeting day.
Minutes, August 20, 2024
Minutes from the August 20, 2024 Clarksville CDC Monthly Meeting
Board members present: Aubrey Carter, BJ Friedman, Malcolm Greenstein, Paula Hern, Felecia Miller, Kim O’Brien, Mary Reed, Chris Thomas
Others present: Brad Prak, Karen Kennard, Randi Shade
1. Approval of minutes from the July 16, 2024 monthly meeting. Kim O’Brien.
On a motion by Paula, seconded by Chris, the minutes from the July 16, 2024 monthly meeting were approved.
2. Presentation of monthly financial reports. Brad Prak, Prak Property Management.
Note: July financial reports are posted on the CCDC website.
We ended the month with a loss, as we have for much of this fiscal year, further depleting our reserves. This is due to tenant turnover (loss of rent + make-ready expenses), renovation of 1817A W. 10th, and other major property repairs.
We are anticipating repair work at one of the Charlotte properties to be around $40,000-50,000. We will need to tap the line of credit to cover this needed work. Paula made a motion, seconded by BJ to allow access to the line of credit to make these needed repairs. The motion passed unanimously.
The Finance and Operation committee did not meet.
3. Monthly property reports:
a. CCDC properties managed by Prak Property Management. Brad Prak.
All work has been completed on 1817A W. 10th Street and residents have relocated. Paula asked questions about the quality of the vinyl flooring installed at this property, expressing concerns for its longevity and wondering if it would be used in other properties. Brad recognized Paula’s concerns and explained the flooring was chosen to provide a product that was easy for tenants to maintain.
Make-ready work on the Neighborhood Center has been completed. There has been turnover at 2 units, but Brad believes these can be made-ready and filled quickly.
b. New construction at 1611 W. 10th Street. Kim O’Brien.
Kim reported that there’s been another holdup from the City—this time the Transportation & Public Works Department with first requiring an excavation permit to reinstall the retaining wall they made us take down, and then requiring us to move the wall back 5’ from the curb to allow for a “future sidewalk.” We informed TPWD that we would not move the retaining wall back because it would destroy the streetscape—all properties on the south side of that portion of W. 10th Street have rock walls at or near the curb. As of this moment, TPWD is now requiring that we move the retaining wall back only 18”. We can live with this. They are also requiring, however, revised plans, which would be both an unneeded expense and would take additional time. We plan to fight this. Ashley will send this response in the morning. If this is not resolved in the next few days, Kim will reach out to Councilmember Qadri and Mayor Watson and ask their offices to intervene.
4. Review of tenant turnover and rents for CCDC housing units. Brad Prak.
This item was tabled until next month’s meeting.
5. Discussion of CCDC member survey results. Mary Reed.
Mary presented a summary of the survey results. (This information was shared in an email sent to CCDC members on September 12, 2024, copied below.)
Also discussed under this item was the need to update current CCDC Bylaws. Various suggestions were made regarding the process to follow by both Board members and CCDC members in attendance. This item will be placed on the September agenda.
Report On the CCDC’s Survey of Its Members
Introduction
On June 7th of this year, the CCDC board of directors emailed a survey to the 185 members of the CCDC. The goal of the survey was to collect baseline data on Members, learn about their concerns, and find out what changes Members would like the board to consider. Thirty-four individuals completed and returned the survey
This report summarizes what the board learned from the survey. It also highlights changes the board has made as a result of what Members shared with the CCDC, some things the board will consider doing in the future and some member suggestions the CCDC has no current plans to act on.
Takeaways
• A majority of respondents have lived in Clarksville for at least 5 years. 50% have lived here for more than 20 years.
• The vast majority of respondents have visited the Haskell House.
• The vast majority of respondents have visited the CCDC website.
• The CCDC’s events are popular: Our annual ice cream social is the most popular (14 mentions), followed by our Christmas party (9 mentions). Austin Museum Day was mentioned 3 times.
• 54% of the people who responded to the survey question about volunteering for the CCDC, or 15 people, indicated they would like to volunteer. The majority of those respondents did not indicate what they would like to do as a volunteer; however, the survey did not offer any specific options for volunteering.
· There were 10 responses to the question “Is there anything else you would like to share with the CCDC board of directors?” Six out of the 10 respondents, or 60%, commented positively about the CCDC and its board. Of the other four respondents, 2 indicated they had nothing more to add; 2 others raised concerns about the bylaws, voting rights of those who no longer live in the neighborhood, term limits for board members, more visibility regarding CCDC finances, and CCDC boundaries.
Respondent Comments and Suggestions the CCDC is Acting On
• Identify other ways to make more people aware of CCDC board meetings besides posting agendas at Fresh Plus. For example:
1. Email monthly meeting agendas to all CCDC members
2. List board meetings on the Events page of the CCDC’s website.
3. Post agendas at Mary Baylor Park
The CCDC board will implement all of these suggestions immediately.
• Make the following revisions to the CCDC website:
1. Make it clearer where to find agendas and minutes.
Put your cursor on the About Us tab of the CCDC’s website home page and you’ll immediately see Agendas and Minutes.
2. Add our monthly financials.
Monthly CCDC financials can now be found on the Minutes page of the website, https://www.clarksvillecdc.org/minutes.
• Do more fundraising. Ask for donations more often and be clearer about what we will use the money for.
The CCDC board will discuss how and when to do more fundraising.
The Survey Shows We Need to Review Our Bylaws
Some respondents referred to things in the bylaws that are outdated and that the CCDC board has already agreed we need to address. For example, we no longer have a tenant selection committee. Three respondents suggested significant changes to the bylaws -- board member term limits, for example, and questioned whether CCDC members who no longer live in the neighborhood should have the same voting rights as members who do.
These suggested changes will be considered by the board during its upcoming revision process, which the board discussed at its August meeting. Among other things, the board set up a committee, whose members will review the bylaws and suggest changes for the full board to consider. Also, since that meeting, UT’s Entrepreneurship and Community Law Clinic has agreed to assist us with the review and revision process. We believe that the Clinic’s objective input and guidance will be very helpful.
The board also agreed that CCDC members will have the opportunity to propose bylaws changes via email and will send members an invitation to do so with a deadline for sharing their suggestions. A downloadable version of the bylaws can be found on the CCDC website.
Other Suggestions
• Add a password-protected Members-Only area to our website.
We don’t see a need for this at this time.
• Create a Members directory or a neighborhood directory.
Doing this and maintaining it would be quite an undertaking. We do not have the capability to consider this at this time.
• Allow Members to attend CCDC meetings virtually.
This would require capital expenditures that are 1) not currently budgeted and 2) would require coordination with the City due to the Haskell House being a historic property.
• Organize a CDC budget event; a how-we-select-tenants event; a how-we-maintain-our properties event.
If people want to find out about these things, they can email the CCDC or attend a board meeting and ask questions. They can also request that an item related to tenant selection, the CCDC’s budget or property maintenance or other matters be added to a CCDC agenda. The process for making such a request is spelled out on the Agendas page of the CCDC’s website, https://www.clarksvillecdc.org/agenda.
• Organize more neighborhood walking tours.
Something to consider after the Clarksville walking tour brochure is revised.
• Organize book-related events for kids.
Is there a member or members who would like to take this on?
• Create more affordable housing.
This is something we wholeheartedly support, but currently are limited due finances and property availability. We stand open, however, to pursue any opportunities that may arise.
• List the addresses of the CCDC’s affordable housing properties on its website.
The board is committed to preserving the privacy of CCDC tenants, and believes that listing their addresses on the website would be inappropriate.
6. Haskell House Advisory Group report. Felecia Miller.
Felecia reported that all members of the Haskell House Advisory Group (HH AG) have resigned in order to pursue a mission focused entirely on bringing Clarksville Descendants together to preserve Clarksville’s history. They plan to create a separate 501c3 that will work together with both the CCDC and with Sweet Home MBC. The board expressed excitement about this development and looks forward to working with this re-configured group. In response to a question, the board agreed that there will no longer be a HH AG. It was agreed that any donations given to the CCDC for use by the HH AG would belong to the new Descendants organization.
7. Discussion of plans for Austin Museum Day. Mary Reed.
Austin Museum Day is Sunday, September 22, 2024, noon-4 p.m., at the Haskell House. Docents will be available throughout the day. We will serve lemonade and homemade cookies. Family activities will include Haskell House jigsaw puzzles, and yard games. Soul Man Sam will perform at 2 p.m. (thank you, Aubrey!) Local restaurants will be approached for gift cards that can be given to visitors. Astound Broadband has provided funding for the event.
8. Report from OWANA Steering and Zoning Committees. Paula Hern & Kim O’Brien.
Paula reported that the Austin mayoral candidates have been invited to the next general membership meeting. Also, that OWANA is discussing revising their bylaws, as well as ways to increase membership. No word yet on donated ACL tickets. There was no news to report from the Zoning Committee.
9. Other Business.
No other business was discussed.
10. Executive Session, if necessary.
The Board met in Executive Session to discuss a tenant-related matter.
Actions taken via Electronic Vote:
On August 4, 2024, the board authorized BJ Friedman, CCDC Treasurer, to sign an agreement to authorize our external auditor to undertake our annual audit. The cost is covered in the budget. This matter was time-sensitive and could not wait until the August meeting.
On August 6, 2024, the board agreed to send a letter of support for an appeal of a Historic Landmark Commission (HLC) decision. The letter urges the City Council to respect neighborhood design standards and asks for granting the HLC power to enforce those standards. This matter was time-sensitive and could not wait until the August meeting.