BOARD OF DIRECTORS MEETING DATE: TIME: 12:00 p.m. LOCATION: Ramada Hotel & Conference Centre 805 Brookdale Avenue St. Lawrence West Room Cornwall, Ontario
1. CALL MEETING TO ORDER A G E N D A 2. ROLL CALL 3. DISCLOSURE OF CONFLICT OF INTEREST 4. ADDITIONS AND ADOPTION OF THE AGENDA (Motion Required: amended.) That the agenda be approved as presented or as 5. CLOSED MEETING Section 239 (1) (2) of the Municipal Act, 2001 (b) Personal matters about an identifiable individual, including municipal or local board employees 6.I Human Resources 6.1.1 Salary Review 6.2.2 Information Technologist position 6.2.3 Financial Services Supervisor 6.2 Insurance Matter 6.3 Legal Matter 6. PRESENTATION - None 7. APPROVAL OF THE MINUTES 7.1 Minutes of the Regular Monthly Meeting held on Wednesday, April 25, 2018... PAGES 7-1 to 7-8 (Motion Required: That the minutes of the Regular Monthly Meeting held on Wednesday, April 25, 2018 be approved as presented or as amended.) 2
8. FOLLOW-UP TO PREVIOUS MEETINGS SUMMARY... PAGE 8-1 8.1 Letter from Social Housing Division Approval of the 2018 Operating Budget... PAGE 8-2 Letter from Social Housing Division Approval of the 2018 Capital Budget... PAGES 8-3 to 8-5 8.2 Operational Review Follow-up 8.3 Health and Safety Minutes None 8.4 Regeneration/Redeveloping/Revitalization 8.5 Office Lease Expiration: August 31, 2018 9. FINANCIAL REPORTS Lyne Théoret 9.1 CAHC Statements of Revenue, Expenditures and Accumulated Surplus as at April 2018 Reports Presented: CAHC Year-to-Date Highlights... PAGES 9-1 to 9-2 CAHC Balance Sheet... PAGES 9-3 to 9-4 CAHC Statement of Revenue, Expenditures and Accumulated Accumulated Surplus... PAGE 9-5 CAHC Cheque Register (Payment Summary)... PAGES 9-6 to 9-9 AHP - Sixth Street and Ingleside Year-to-Date Highlights... PAGE 9-10 AHP Sixth Street Balance Sheet... PAGES 9-11 to 9-12 AHP Sixth Street Statement of Revenue, Expenditures and Accumulated Surplus... PAGE 9-13 AHP Ingleside Balance Sheet... PAGES 9-14 to 9-15 AHP Ingleside Statement of Revenue, Expenditures and Accumulated Surplus... PAGE 9-16 Summary of Reserves and Reserve Funds... PAGE 9-17 (Motion Required: That the CAHC Reports as at April 2018, be accepted as presented.) 3
9.2 Cornwall Non-Profit Reports as at April 2018 Reports Presented: Cornwall Non-Profit Year-to-Date Highlights... PAGE 9-18 Balance Sheet... PAGES 9-19 to 9-20 Actual Operating Costs... PAGE 9-21 Operating Costs Reconciliation... PAGE 9-22 Due to CAHC... PAGE 9-23 Due to Capital... PAGE 9-24 (Motion Required: That the Cornwall Non-Profit Reports as at April 2018, be accepted as presented.) 10. NEW BUSINESS SUMMARY 10.1 Cornwall Non-Profit 2018 Budget Update... PAGES 10-1 to 10-7 11. CAPITAL Andre Bachand 11.1 Capital Report and Capital Job Status Reports 11.1.1 Capital Budget Summary Report... PAGES 11-1 to 11-10 11.1.2 Capital Job Status Report Summary... PAGES 11-11 to 11-12 11.1.3 2018 Capital Job Status... PAGES 11-13 to 11-16 11.1.4 2017 Capital Job Status Carry-Forward Report... PAGES 11-17 to 11-19 11.1.5 2016 Capital Job Status Carry-Forward Report... PAGE 11-20 11.1.6 Energy Efficiency Reserve Job Status Report... PAGE 11-21 11.1.7 Capital Budget/SHARP/SHIP... PAGES 11-22 to 11-25 11.1.8 2018 SHAIP... PAGES 11-26 to 11-27 (Motion Required: That the Board members receive, as presented the reports listed under items 11.1.1, 11.1.2, 11.1.3, 11.1.4, 11.1.5, 11.1.6, 11.1.7 and 11.1.8) 4
11.2 Change Orders 11.2.1 Architect 49 Inc. Change Order No. 1 RFP2018-002 Window Replacement Consulting Services Sydney Street and Lourdes Avenue, Cornwall... PAGE 11-28 (Motion Required: That Architect 49 Inc. Change Order No. 1 RFP2018-002 Window Replacement Consulting Services Sydney Street and Lourdes Avenue, Cornwall To provide Project Management service in the amount of $5,424.00 and for any additional site visits, if required, in the amount of $90.40, be approved.) 11.2.2 Architect 49 Inc. Change Order No. 2 RFP2017-003 Window Replacement Consulting Services 120 Augustus Street, Cornwall... PAGE 11-29 (Motion Required: That Architect 49 Inc. Change Order No. 2 RFP2017-003 RFP2017-003 Window Replacement Consulting Services 120 Augustus Street, Cornwall To provide Project Management service in the amount of $9,040.00 and for any additional site visits, if required, in the amount of $180.80, be approved.) 11.3 New Capital Jobs None 11.4 Tenders 11.4.1 RFP2018-004 Heat Control System - Supply and Installation 24 and 120 Augustus Streets, Cornwall... PAGES 11-30 to 11-32 (Motion Required: That that the Board of Directors award RFP2018-004 Heat Control System Supply and Installation 120 August Street, Cornwall to Demtroys Technology Inc., being the lowest bid meeting the RFP specifications, in the amount of in the amount of $336,306.25, be approved.) 11.5 Requests for Proposals None 12. OPERATING Andre Bachand 12.1 Material and Services Report... PAGES 12-1 to 12-3 (Motion Required: That the Material and Services Report, be received as presented). 5
12.1 Change Orders None 12.2 Tenders None 12.3 Request for Quotations None 12.4 Qualified Contractors None 13. REGULAR MONTHLY REPORTS Lyne Théoret 13.1 Portfolio Status Reports April 2018... PAGES 13-1 to 13-2 Portfolio Snap Shot Reports... WILL BE DISTRIBUTED AT MEETING 13.2 Arrears Current and Former Tenants Report April 2018... PAGES 13-3 to 13-6 13.3 April 2018 Move Outs and Monthly Vacancy Loss... PAGES 13-7 to 13-9 13.4 Incidents Report None (Motion Required: That the regular Monthly Reports be accepted as presented) 14. HUMAN RESOURCES 14.1 Property Clerk Job Posting... PAGES 14-1 to 14-2 14.2 Hiring of Summer Students 15. INFORMATION None 16. ADJOURNMENT (Motion Required) 6
DATE OF BOARD MEETINGS IN 2018 June... Wednesday, June 27, 2018 July... Wednesday, July 25, 2018 August... August 2018 No Meeting September... Wednesday, September 26, 2018 October... Wednesday, October 24, 2018 November... Wednesday, November 28, 2018 December... Wednesday, December 12, 2018 7