[Laughter]
and i wonder if ashley was wanting to
comment
[Music]
yeah i'll keep you posted because right
now it's still really new
hopefully they're good
okay
so i guess i will call the meeting to
order
tonight
okay
do we have
i guess do we
i'll do a roll call of the members maybe
we can all go around and do attendance
jeff would you like to start jeff walker
feature hale andy madison
sarah gold
heidi mccabe
ben kessler monique
very good
um we have two minutes to
review and approve tonight the minutes
from the august 17th meeting
from 2021
as well as which is a catch-up minutes
as well as the meetings are the minutes
from the last meeting january 4th
2022.
we'll give you
time to
peruse them
do you want me to pull those out
sorry
my assistant will
yes
gladly
so those are the august 17th
meet
minutes
any
questions
do i have a
motion to approve
great we'll move on to the january 4th
minutes
and johanna we're going to bring your
video back in a second just once we get
to that section of the meeting so don't
be offended that i just turn that off
please thank you
these are the minutes from the january
4th meeting any questions or edits
do i have a motion to approve
anyone
so moved
a second
all in favor
aye
all right they have passed next we have
our property updates
um
ashley walked in just
in time
i'm here as well it's johanna oh hi
joanna bye
so ashley i think are you here to speak
about both the budget and the roof
replacement
updates and some other updates
yeah okay so
as far as the roof goes um i had my rep
from carlisle come out and take a look
at the roof and put together a scope so
i actually just got that today
um and then i also received a proposal
from todd
um so i just have to review
the proposal from todd which is tech to
america
they are recommending a complete tear
off which is what carlisle is
recommending as well
um he actually went up there and was
able to kind of
get an estimate on some of the decking
and stuff and just to do a
layover
it's just hard to say i think you're
going to get into it and then you're
going to have a lot of added on change
orders which sometimes end up being a
lot more expensive in the long run so i
think the best option is going to be a
complete tear off
so
once i compare i should have
all of the updates in here by the end of
the week hopefully and that it can get
you all of those beds that are all
apples to apples
um but the one that um todd just sent
over was 185
i believe yeah or 192.
so and that's to do a tpo
or no i'm sorry that's an epdm with a
complete tear up
um
i did send over a couple questions the
contractor had
um i didn't know if you guys had a
preference on material if you wanted tpo
epdm or
i believe city hall has the tpo so
that's kind of what i was assuming yeah
well it's gonna be a little more than
um
okay and then let me just make sure
i'm not missing anything um
oh did you guys want to add solar panels
eventually
on this roof i think we are wanting to
preserve that option okay
um because he did note that we'll have
to do a cover board
will have to be installed if you want to
do that in the future after the fact
though right correct yeah so we'll do
the cover board
um well no it looks like he said we have
to do the cover board now um
or no i'm sorry yeah after
yep
i just got this
yeah so
that would be important though if
anything needs to be prepped ahead of
time i think we want to analyze okay
that just to understand if it added a
whole lot of project cost and analyze
that separately okay
when you
did the roof over city hall was that
all done at the same time you did the
replacement and the solar so solar came
after okay when we did the roof i don't
think we and
i don't unless anyone remembers
differently i guess maybe
i didn't shoot
knowledge alert um my my recollection is
that we did the roof and then afterwards
i don't remember
any special consideration for solar i
know that okay there's i am fairly sure
that we didn't i know in fact i know we
didn't do anything special for solar
okay part of the install okay do you do
did you use tekta america on that route
do you remember we used uh division
seven okay yeah they're bidding out this
one too so
yeah
um and then the other question was just
i know that you have exterior i'm
assuming we can use the electric and
water
the common area electric and water of
the mechanical room for the contractors
is that okay there's no objections to
that um
we just wanted to confirm that
yes yes okay
i told him yes but i said i'll get back
to you
um so that's it with the roof so right
now it looks like we have a good scope
together so we're on the same page with
that
[Music]
yeah
let's wait now that i have this exact
scope that we're looking at we're going
through getting everybody to bid it out
the exact same way so
then i'll get all of those over to you
you guys can sign that and we'll go from
there
a couple questions uh
first once we sign the contract are they
giving you an idea of how long the
project will take
um
we want to when i spoke with carlisle
they said get it signed
asap
just because the contractors are pretty
far out right now with materials and
everything
um
it depends on the contractor and what
they have going on what projects they
have lined up but that's one of the
questions when i get the bids in they
have to answer how soon they can get the
project started and how long it'll take
so um i've heard right now anywhere from
like three to six months
so
yeah yeah
oh and then also we're going to make
sure
in the proposals that they include like
any interior coverage for the tenants
and since it is a complete tear out
there can be some debris
that comes in and stuff like that so
and then i don't
i just got detected today so i'll reach
out to
josh and make sure that he has that
included as well
so
um but yeah hopefully we'll get those
all over you guys here i would say end
of this week really next week at the
latest
and then as far as
when we were discussing the budgets last
time i took out the asphalt
that was kind of
a maybe
the asphalt looks fine i just left
3 000 in there for any possible repairs
or anything like that
so um
yeah let me
but i suggest that maybe we hear what's
changed and then maybe we circulated to
members so that people have a chance to
review because i i think that we didn't
need to approve it
in the past
right away i mean i think we could
i hate to put people in a position where
they're like you know
um
yeah the only thing i
sorry the only thing i changed was um
the snow removal we took that cost down
to
4 500 for the year
and then we took down asphalt to 3000
for any possible repairs
um
and then
is that something joanna could screen
share yeah maybe
because is she on zoom
yeah what do you want me to uh screen
share
yeah
what do you guys need
uh the budget oh that's what i thought
okay
yeah let's see here
one other thing too i think i need to
adjust the trash
number
um
i was talking to johanna tonight and we
i wanted to bring up she said a lot of
the
if you want to explain i guess johanna
to them with the money getting kicked
back for the trash so what what it looks
like to me is like the village or the
city is paying the trash bill for us and
for who's the other uh there's another
uh like um
right there
paying for that so we're billing back
the city
918 or somewhere around there
what's happened is um when we bill it
back and you've got that third party
that's doing the bill pay um their bill
paying the city of bexley and bexley is
kicking it back
so as soon as we try to pay the bill
the credit goes right back on to the
bank account
as if we didn't pay it so there's a
there's a miss there's a disconnect
there
but it's it's around 918 dollars
a month is what it should be
so to clarify
the city is paying the trash bill and
then you are reimbursing the city but
then also billing back the city
no we're not billing we're not billing
back we're paying back the city um for
um bcic's portion of it
but the city uh i think it doesn't know
what it is when it comes in because it's
electronic and so it gets kicked back
well good news the finance director is
in the room
with a
puzzled look on his face and he's going
to delve into it
well let me bring up this uh
trash number off of the first couple
bills that came in what
is it getting kicked back by the bank
the the bank is uh making i don't know
it could be
um
it could be but i don't know why they
would i don't know yeah that's
through the bank
pardon me they're actually um logging
into the bank
and do using bill pay
that's
yeah i don't know regardless we should
also know that happened actually go back
into the refuse fund too so that's going
to just be
careful that we need to track that
income goes to the refuse fund same with
capital's reimbursement to us
yes that'd be helpful yeah and i can
work to find out what the heck's going
on i will put beecher's email address in
the chat
okay
so let's see here um i'm trying i want
to share my screen now
uh
found it
oh somebody else is sharing ben you're
sharing
so i can't share until you unshare
okay
hi bad there you go try it again
thank you
okay can you guys see that
and i can
possibly make it a little bigger
but you won't see
all the way across
so we approve the roof contract for the
roof work for this year
um will that then will you estimate the
cam reimbursement for this year or will
that not
flow through from the tenants until next
year it won't and not until next year
because what we do for this year coming
up in march will be for the previous
year
got it and by the way uh lydia did send
me the excel file for that
okay that was really good news yes
yes and also bring that's a good point
that you brought up because do you want
to amortize it out for 10 years
so that it's a smaller amount
todd had mentioned five at the last
meeting oh really
i don't remember i don't know if it's in
the lea i can do a quick check of some
of the leases to see if it has the
amortization period in there
i remember him saying five because i
remember thinking that that was short
sure yeah yeah but
he's
i've seen ten but i haven't really had
seen five on a roof
i'll take a look at the lease to see
what i think
standard across the
joan is that trash amount
going to be adjusted
is that high you said 950 a month okay
yeah that needs to be adjusted to
average out around nine nine something a
month i think it's 9 20.
and i can also show you a screenshot
that we get from the bank
that shows that those billbacks that we
paid back
um
were
credited back to our account if you want
to see that too
i think maybe is it jenny we need to
speak with johanna to see what she's
getting
she said she agrees she goes i don't
know why they keep kicking back and she
said she didn't think she uh could call
didn't know who to call
so i told her i would bring it up when
we had our talk
i think we need to get some more
information to be able to share with
beecher so he can know exactly where
we're sending it and
[Music]
then just
sorry
for clarity that 250 here was the
original placeholder amount what you've
mentioned now where the estimates are
coming in at 180 yeah yeah the 250 was
the budget of the month
and then last time we were here we were
looking at preliminary adding 2021
numbers
that appeared to been partial
for the year
have we do we have updated 2021 numbers
that would show preliminary
you're talking about
the financials that you got at the end
of the year
that they didn't show the total cash
that you should have had
it was so it's a combination of gilbert
and newmark because we made the change
in in
may i don't know if we have a
i mean we're for purposes of our
auditing we'll
provide both sections but i and they'll
probably pull them together i don't know
if it's gilbert that will pull kind of
the full year together if you want to
see
exactly
usually we'll just send out both prop
both reports ours where ours started and
ended and then where they're started and
ended and that'll bring you a full
fiscal year
any other questions or
uh comments for ashley or johanna
on the budget
actually
i was in on the email uh about the nail
salon
and uh i think their heac is out yeah
um
yes so nate is going to have your
attorney draft up an amendment
um
to i think what they decided to do
to pull it up um
was to either
i think they're amortizing
part of the cost over the term of the
lease or extending it have to
see what exactly they agreed to but he
was going to have
the attorney draft up something for the
tenants to sign do we know
that
um the tenant let's see
they have yeah they have agreed we just
need the amendment
to get that signed
oh and then we did talk about the
amendments for the coved
um i saw that that came through
yesterday so we can um
i can reach out to the attorney that's
fine for the amendments and i'm not up
to speed on the nail salon issue but
if if it's in the emails i can
see what we agreed to
yeah i'll make sure
you if you weren't copied i'll forward
you those emails i've been part of the
whole chain
could you scroll up on the budget so
that we could see the bottom line please
the estimated cam charges there are
those showing
they must be showing some sort of an am
schedule or maybe that hasn't been built
in yet for the roof
or
that forty seven thousand
dollar income line item estimated cam
charges
yeah those are those are the estimated
cam for all ten all the tenants
uh what you'd be collecting for the year
just in just in uh
operational costs
sure i guess my question is that you
know it looks like uh total direct
expenses of 345 net of the roof
would be in the realm of around a
hundred thousand um
and
so i'm assuming
that those estimated campaigns don't
show any sort of amortization for the
route yet
no
yeah
so they wouldn't until next year that is
correct right
and then i guess fall enough i mean
are those those are based upon last
year's expenses then so those have been
trued up those are like
accurate
is my question
you're talking about the estimated cam
charges are
what the the least dictates
as of when i got them anyway
so some of them might increase by next
year or this year even sometime
but i've i've incorporated all of that
for this year's budget
we may have to increase their camp for
next year to help with that roof even
with the amortization
right
it seems like there's just a big
variance between estimated cam charges
and the the
total direct expenses
most of which are cam expenses so i'm
just trying to understand why there's
that gap if that's just a budget
you know we just don't spend that much
money at the end of the year or whatever
you're saying besides the roof right so
there's like 95 grand left
in non-roof expenses
of those most are campable some aren't
i i know that some of these are padded i
know that we don't tend to spend that
money so maybe that's it i just i just
wanted to make sure that we're
not missing out on ninety five thousand
dollars yeah yeah that is good
ashley this is beecher um i was just
confused so could be confused when we
issued that says general under budget
for
2021 it should be 20 22 because i was
getting confused with the budget
oh so that is actually
showing what the numbers would have been
in 2021 it's the way our software is set
up but since we didn't have
the full budget and that year set up in
our system it doesn't show anything
there but you can see at the top where
it says january 2022 oh yeah so it
wouldn't typically reflect the year
before in that column
um
as far as next year you'll see that
yeah yeah
now some of like i said that i know the
trash is going to go down to closer to
you know like
11 12 000. yeah
so that needs to be
i can see that actually
um
the roof will be i mean like the one
proposal we just got with 180 so that
will go down
um
and then
[Music]
i think ben's question is you know if
you subtract out the roof repairs from
the total expenses you're left with like
a hundred thousand dollars still a
difference with estimated cam is only
like 47 so
uh
you know what aren't we capturing there
in camp and maybe part of it is the
trash
differential but
i think most of the
plaza expenses can be passed through
right
and our lease is structured actually
no i don't know why the lease is
structured is full of net pass-through i
don't know or maybe some of it's
amortized and that's why we're not
capturing a hundred percent of it stops
or captures
yeah yeah i'd have to look through the
leases to see if we can increase that or
do you know johanna offhand i don't
okay
um if there's caps or anything like that
we can double check on that and well i
mean i could look at what lydia sent me
to see if there's any caps just based on
what they did last year on their triple
gnats
it may be good to actually confirm in
the leases so that we know
yeah
keep them consistent but i'm not i don't
know off the top of my head
okay
yeah we can see if we can increase that
and let you know
any other
questions or comments on the budget
i think that's a city reimbursable that
we pay as well
for the insurance
do you know i don't know about the
insurance
uh the insurance uh
i don't know who pays it i haven't seen
a copy of it
to uh to add that to to the financials
also is there a mortgage on this
property
there's not okay
i think for the insurance it is covered
under the city's policy and i think we
pay
a share of that
maybe that's
what 53 dollars a month does seem light
a deal
i
i could be speaking way out of term but
it seemed like when we allocated it
to like 15 or 1800 a year or something
does that sound right but that sounds
more right
i can't remember but that seems about
right because every year we we allocate
it yeah i think we just double check
i'm just grinding under my face mask
because it's really handy having you
here beecher thank you
so you want me to change the insurance
or um somebody i can talk to directly to
get what it should be exactly we can
increase that
same it's feature whose email been
included in the chat he's going to
double check that we're paying our
as a laundry list items
property insurance there is it's a
reimbursement that is only what we are
collecting from the tenants for
insurance only some of them their their
lease states that they have to pay so
much in insurance broken out and
that's what that is
so even if your bill is 1500 you're only
collecting 640
to help pay that
we are
if i'm reading that right i mean i'm
thinking that's what that is
to that point insurance does not show up
underneath expenses is that right i'm
not seeing it anywhere
no because i i didn't get anything so i
didn't know what it was
okay yeah as soon as i get a bill then
i'll know where to put that in but that
you're right that needs to be put in
there
um the other thing that needs to be put
in i don't see is
the tax because when i put the budget
together so i do need to add that tax
the property taxes i don't see it
it was in the last draft
it's under the expense reimbursement but
it's not
do i see it now i just don't see it
i think it needs to be added
under expenses
i don't see taxes there does anybody see
it and i just don't
it's not there so i think we need to add
that there that might be some of that
difference in uh
we were talking about and i know she
paid that it was 27
27 000
i think that gets us there the property
taxes are like 55 000 i think for the
year
you're right some somewhere in that
neighborhood you're right
we're closing the cap
[Music]
suggest that maybe this just along the
the committee that's working on this
gets refined and then we bring it back
i think that's a good idea is it
possible that we can commit to having a
version for the cic in three weeks so
that just gets circulated in advance
that sounds stupid yes
and then we'll bring back a final at the
next meeting
and not to get the weeds too much but by
that time would there be cam
reconciliations that were given to the
tent so we kind of understand how this
pass-through works
when the cams will go out
yeah
there should be
are you working on i know you're are you
working on those yet johanna
um i have 20 20s to do for another
company that we just took over and i'm
finishing those up and then yeah i have
um
you know about 176 to go so
they're in there
they're in the group
um and i don't know what the least says
on these i have to look at the leases to
see um
uh what the time frame is but typically
we have them out by the second week of
march second or third week of march
so um our next meeting is in early march
have a draft of those camera
reconciliations prior to the next
meeting
that's a good plan
with the budget and then we can kind of
look at it all holistically when we
approve it
do we
a recent audit i know i think you
mentioned that they're published
somewhere
where could one find that um
we have
the so we just completed the first audit
with the state for 19 and 20. okay um i
believe that's published on the state's
auditor's website
and then for
prior years we go through kind of our
own review process with julian and
groove they do
um
you know a review on off cycle
okay
i can probably dig some of that out and
send it to you i just found one from 18
so i'm sure it's in the same area in the
state so okay thanks
all right i updated the budget to add
the tax the only thing i'm missing is
the insurance and once i get that
invoice i can update it
okay great
do we need a vote on authorizing the
roof contract or is that just an ongoing
expenditure
we don't want to wait till the next one
yeah it's a great idea i mean i think
what's the lower ones or what 180
um yeah so the one we just got from
texas they are at
182.3
um
and then
they're probably they're the lowest
right now for a full tear-off
but i thought we were waiting for the
bit to be rebid with the same scope i
mean we could still do like a not to
exceed i guess right i think that's
right
if we don't want to wait till the next
meeting
just just
uh you
that's how it works
i just meant from a pragmatic standpoint
if you don't want to hold up the process
but i also don't you don't want to
signal the market that we've got gotta
prove them out there
i i would make a motion to authorize the
chair to approve a bid
after the bids
have been rebid and received not to
exceed two hundred thousand dollars
based upon the lowest and best bid
can i we have to do a voice vote or can
i just do it all in favor did you first
ask if there's any further comment okay
is there any further comments
for additions or changes
and you probably do all in favor okay
um all in favor
aye aye aye
any opposed
great thank you
best
after rebid
up to 200.
you voted
are there any
other bexley square updates or questions
for ashley or johanna
thank you so much for coming thank you
sorry i missed last time
in my family and so i'm
i know i feel bad i walked in here
without a mess but
i've
got all my vaccinations that i've had
i'm pretty
um
i just have a quick question on um
the cassidy location
um
i know that you guys have a tenant
that's doing some improvements in there
um
because the property manager said that
she knows like some of the utilities
were on so i just want to make sure
420 north cassidy yeah yes okay squatter
actually but yeah there's a squadron oh
really it's the city is the city's um
using the space for uh the next until it
gets demolished as a uh it's like a
senior space
okay cool because um
we were freaking out for a minute
because we were we always you know
property managers burst pipes all over
the place
so are those utility bills then coming
to
the city yeah i apologize because i
didn't realize you guys had that
contract so yeah yeah so um you don't
need to worry about it okay feel free to
just let go of that one okay
yeah
and then the house on cassidy as well
are we still
checking on that that's still privately
managed that's still separately managed
and we have to figure that out okay
so we should still continue to
check and because i just noticed like
there's a lot of
mail in the mailbox like nobody ever
i don't know so we just didn't know who
i let's talk about that one offline
because i need to okay it should be
being checked on okay all right
thank you
thank you thank you for your patience
with us yeah
have a good evening you too
good night all
right thanks johanna thank you
are there any
ferndale property updates
not tonight and then
sarah do you want to give a little
update on the tcb
status sure um so
we are on
schedule to submit or
the
litec application on february 10th
we've got support letters i think then
waiting for city support letters
um so just a reminder yep thank you um
and
um
i know we talked about it last time that
you needed to update the development
designation and the ground the auction's
released but we checked and we're
actually okay the ground lease uh we are
good um
until february 1 of 2023 with an online
we will find out about the decision
in may
may 18th
and so in the meantime city is using the
space which is great
um
and i have had success with
representatives in getting those letters
organized at least so
i'll get mine out
one question for you
can you explain did you say lie tech yes
sorry so just just a quick background
for the new girl yeah absolutely
so we've been working with the community
builders on this proposed mixed-use
multi-uh
mixed income uh affordable housing
project
um so lie tech is the uh
financing tool that enables us to be
able to do this project success
successfully
it's the low income housing tax credit
it's administered by
uh the ohio housing finance authority
through a competitive
application process so we've been
working with tcp as the tcb as the
designated developer
um
on this project as a whole this is our
second time going in for the application
last year when we submitted the
application we were not successful in
receiving the litec award
um so we've uh previously the cic was uh
kind of in a true partnership with the
community builders
um due to the kind of point scoring
system that actually
um
was a hit against us because the cic was
not the
kind of right kind of non-profit um to
partner with the community builders in
order to kind of increase our score to
be competitive so we've um readjusted
and we are it's it's actually i think
probably better for the cic going to
ground lease the 420 north cassidy
property
we are going to um
that's the mixed-use building with
commercial property that we will um own
and manage on the first floor with
residential on the second floor
um so the formal application is due
february 10th
we're scored with everybody else across
the state
um and we will find out um on may 18th
uh
how it shakes out this year we are
hoping that we get the award in the
category of strategic initiatives
uh
the point scoring system is very
complicated and
our project falls nicely within this
strategic initiatives where uh you know
a really uh
asset there's a lot of community assets
in in the area and places where um you
know bexley people want affordable
housing as a kind of strategic
um right location so that's why we're
going for that portion
um that designation within the
application okay all right thank you i
appreciate it yeah
great
um i will give the quick financial
update
so currently in our accounts we have the
four four accounts one is the ferndale
mayfield account that's at just over
375 000.
our bexley square account is at
392
0501
and then we
have a separate account for the cassidy
property
at
4164. and then a general account with a
little over thirteen hundred dollars in
there
um
i think nate and his email said we
should elect
yeah um and i had that sorry on the
gender number 10 which doesn't make
sense after adjournment so that's
supposed to be meant to add that up and
i forgot
so that would be
whenever you wish
okay um i guess
should we start at the top do you start
at the top when you do elections or you
could do a slate a slate just
summarizing has any no one provided
interest in a no one has stepped forward
for any of the positions
and
we just sweetened the
pot and the inflation adjusted salaries
this year right exactly exactly so still
on the volunteer basis so um nate had
reached out to
the current executive committee which is
nate as chair
sahi as vice chair
myself as treasurer and sarah as
secretary
and we all agreed that we would be
willing to serve for another
term
um
are there any
um other
people that would like to step forward
for any of those
positions
i make emotion that we accept the slaves
all in favor aye
and then i guess the slate has abstained
congratulations voting for themselves
can we nominate people who are not here
yes subcommittees to do all the work
todd friedman and tom bridgen
dave wait there is a competing slate
that we would like to put forward
no problem
any other
business i do have one item of new
business and which is just to formally
welcome uh mr hale beecher thank you for
joining us as the city officer to the
cic i appreciate your time it's an honor
thank you for appointing me
and of course to our new newly appointed
electeds as well
thank you
um
is there anything do we need to go into
executive session
i don't think so okay do i have a motion
to adjourn
oh sorry
yeah so i verified that the special
assessment has not been paid
at last i checked then the latest tax
duplicate was due you two days ago or
something a few days ago
so i was going to circle back on that
and if that is still the case then i was
going to reach out to legal counsel and
look at next steps
any other old business
skipped over on the agenda do i have a
motion to adjourn
all second all in favor
great thank you