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AHA Minutes - 04/07/2020

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting
April 7, 2020

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, April 7, 2020, via conference call due to COVID-19.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:17 pm by Chairperson Robert Smith.

ROLL CALL

Present: Nolan Torbert, Sr., John Saidla, Deborah Hand, Marguerite White, and Robert Smith
Others Present: Sharon Tolbert, Secretary/Treasurer, Sandra Sanders, and Attorney Michael Cohan.
Absent: None
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. There were no changes to the agenda. Chairperson Smith asked for a motion to approve the agenda. Commissioner White moved that the Agenda be approved. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the February 25, 2020, Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the
Minutes. Commissioner White moved that the Minutes be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

A. Accounts Receivable Report: COCC Commissioners were provided a copy of the Accounts Receivable Report. The report reflected reimbursements for expenses through February 2020.

B. AHA Business Activity/COCC: February 2020
Commissioners were provided a copy of the February 2020 Income and Expense Comparison and Board Operating Statement/Budget reports for the Business Activity/COCC. Commissioners were provided a copy of the reports. Detailed financial reports were emailed to the Commissioners prior to the meeting. Secretary/Treasurer reported the COCC was profitable for February and asked if there were any questions.

C. Multifamily Housing Department: AHA Dev. LLC: February 2020
Commissioners were provided a copy of the February 2020 Income and Expense Comparison and Board Operating Statement/Budget reports for the AHA Development LLC. Detailed financial reports were emailed to the Commissioners prior to the meeting. Secretary/Treasurer Tolbert reported the AHA Development LLC was profitable for February and asked if there were any questions.

D. HCV Program: February 2020
Commissioners were provided a copy of the February 2020 Income and Expense Comparison and Board Operating Statement/Budget reports for the HCV Program. Commissioners were provided a copy of the reports. Detailed financial reports were emailed to the Commissioners prior to the meeting. Secretary/Treasurer reported the HCV Program was profitable for February and asked if there were any questions.

Commissioner Saidla asked if closure would affect AHA's income. Secretary/Treasurer Tolbert replied, no and advised tenants are still required to pay rent. However, if their wages
are decreased, HUD pays the difference. The stimulus includes allocating additional funds to housing authorities. All financial reports are attached and made part of the Minutes.

UNFINISHED BUSINESS

A. Ridgecrest Redevelopment Progress Report
The Board was provided an update regarding the proposed Ridgecrest redevelopment project. Secretary/CEO Tolbert reviewed the report in detail. See attached report.

NEW BUSINESS

A. Resolution FYE2020-038: Pandemic Policy
Resolution FYE2020-038 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/CEO Tolbert informed the Board the resolution is to approve the Pandemic Policy. The policy was
developed due to the COVID-19 pandemic. Secretary/Treasurer Tolbert reviewed some of the actions AHA has taken as a result of the pandemic. Attorney Michael Cohan also elaborated on the policy. He stated AHA is taking proactive measures due to the pandemic. Mr. Cohan also reported AHA's actions are in line with state and federal guidelines and similar to other public housing authorities. Chairperson Smith wanted confirmation that the CEO will advise the Board if there are modifications to AHA's policy due to a pandemic. Secretary/Treasurer Tolbert confirmed the Board would be advised. There was various dialogue regarding the pandemic and AHA's procedures.

Chairperson Smith asked for a motion to approve Resolution FYE2020-038. Commissioner Torbert moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

A copy of Resolution FYE2020-038 and supporting information are attached and made a part
of the Minutes.

B. Resolution FYE2020-039: AHA Development LLC Tenant Write-Offs
Resolution FYE2020-039 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/CEO Tolbert informed the Board the resolution is to approve tenant write-offs in the amount of $3,091.51.
Secretary/Treasurer Tolbert asked if there were any questions. There were no questions.

Chairperson Smith asked for a motion to approve Resolution FYE2020-039. Commissioner White moved that the resolution be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

A copy of Resolution FYE2020-039 and supporting information are attached and made a part of the Minutes.

C. Resolution FYE2020-040: HUD 5-Year PHA Plan (FYB2020 - FYB2024) and the FYB2020 PHA Annual Plan
Resolution FYE2020-040 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the HUD 5-Year PHA Plan for FYB2020 -
FYB2024 and the FYB2020 PHA Annual Plan. Secretary/Treasurer Tolbert reviewed the plans and asked if there were any questions. There were no questions.

Chairperson Smith asked for a motion to approve Resolution FYE2020-040. Commissioner Torbert moved that the resolution be approved as received. Commissioner Saidla seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

A copy of Resolution FYE2020-040 and supporting information are attached and made a part of the Minutes.

D. Resolution FYE2020-041: LaFayette HA Management Agreement Amendment
Resolution FYE2020-041 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution. Secretary/Treasurer Tolbert informed the Board the resolution is to approve revising the LaFayette Housing Authority's (LHA) Management Agreement. The revision changes the management fee from HUD's public housing calculation to a flat 12% fee based on prior month's gross rental collections. The revision has been reviewed and approved by LHA's Board. Secretary/Treasurer Tolbert asked if there were any questions. There were no questions.

Chairperson Smith asked for a motion to approve Resolution FYE2020-041. Commissioner White moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

A copy of Resolution FYE2020-041 and supporting information are attached and made a part
of the Minutes.

E. Next Meeting
The next Regular Meeting will be held on Tuesday, April 28, 2020 at 12:15 pm. It is likely the meeting will be held via conference call due to COVID-19.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management Division
Commissioners were given a copy of the Property Management report which covered activities through February 2020.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance report which covered activities through February 2020.

C. HCV Department
Commissioners were given a copy of the HCV report which covered activities through February 2020.

D. Resident Services Department
Commissioners were given a copy of the Resident Services report which covered activities through February 2020.

E. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report.
A copy of all of the departmental reports and supporting documentation are attached and made a part of the Minutes.

ADJOURNMENT

Secretary/Treasurer Tolbert thanked the Board for participating in the call. There being no further business Chairperson Smith asked for a motion to adjourn. Commissioner White moved that the meeting be adjourned; Commissioner Saidla seconded. The meeting was adjourned at 12:51 pm.