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AHA Minutes - 04/27/2021

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting
April 27, 2021

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, April 27, 2021 via Zoom due to COVID-19.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:00 pm by Chairperson Robert Smith.

ROLL CALL

Board Present: Nolan Torbert, Sr., Rene Waldrop, Deborah Hand, Robert Smith, and Marguerite White
Others Present: Sharon Tolbert (Secretary/Treasurer), Wendy Cochran (Staff), Sandra Sanders (Staff); Dale Rector (Auditor), Collin Rygh (Auditor), and Gina Smith (Guest)
Board 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. Secretary/Treasurer Tolbert requested to move Resolution FYE2021-036 under New Business after Public Comments so that the auditors, Dale Rector and Collin Rygh, can review the FYE2020 audit report. Chairperson Smith asked for a motion to approve the revised Agenda. Commissioner White moved that the revised Agenda be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the revised Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the March 30, 2021 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the March 30, 2021 Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

PUBLIC COMMENTS

Gina Smith with the East Alabama Mental Health Center inquired when the Auburn Housing Authority (AHA) will resume regular business operations and the status of resident programs. Secretary/Treasurer Tolbert welcomed Ms. Smith to the meeting and stated the Board will discuss reopening and moving to Phase 3 of the COVID-19 Reopening Plan during today's meeting. Ms. Smith was also informed that contact information will be forwarded regarding AHA's resident services programs. Ms. Smith stated she had no further questions and thanked the Board for allowing her to speak. Ms. Smith left the meeting after her questions were answered.

FYE2020 AUDIT REPORT PRESENTATION

Dale Rector and Collin Rygh with Rector, Lofton, & Reeder PC, reviewed the FYE2020 audit. The Commissioners were provided a copy of the audit report. There were various discussions regarding the audit's content. Secretary/Treasurer Tolbert provided information and answered questions regarding the one audit finding. Mr. Rector stated despite the finding, AHA is well managed and is in good financial position.

FINANCIAL REPORTS

A. Accounts Receivable Report: Business Activity
Commissioners were provided a copy of the Accounts Receivable report. Wendy Cochran, Finance Director reviewed the report.

B. AHA Business Activity: February 2021
Commissioners were provided a copy of the Business Activity's February 2021 financial reports. Wendy Cochran, Finance Director reviewed reports.

C. Multi-Family Housing Department: AHA Development LLC: February 2021 Commissioners were provided a copy of the Multi-Family Housing's February 2021 financial reports. Wendy Cochran, Finance Director reviewed reports.

D. HCV Program: February 2021
Commissioners were provided a copy of the HCV's February 2021 financial reports. Wendy Cochran, Finance Director reviewed reports.

There were various discussions regarding the financial reports. Wendy Cochran left the meeting after reviewing the financial reports.

UNFINISHED BUSINESS

A. COVID-19 Update
Commissioners were provided the COVID-19 Update Report. Secretary/Treasurer Tolbert provided the Board with a poll from various housing authorities regarding Hazard Pay, a recommendation to pay Hazard Pay, and moving to Phase 3 of the COVID-19 Reopening Plan. After a lengthy discussion, it was decided to pay Hazard Pay according to the CEO's recommendation and to move to Phase 3 effective May 3, 2021. The Board took an official vote under New Business, Resolution FYE2021-038.

B. Proposed Ridgecrest Redevelopment
Secretary/Treasurer Tolbert reported the 2021 9% Low Income Housing Tax Credited was submitted. It is estimated the Alabama Housing Finance Authority will announce awards in July 2021.

Secretary/Treasurer Tolbert also reported the Master Development Agreement with The Michaels Organization has been executed.

NEW BUSINESS

A. Resolution FYE2021-036: FYE2020 Audit Report
Resolution FYE2021-036 was discussed after Public Comments. Chairperson Smith asked for a motion to approve Resolution FYE2021-036. Commissioner Torbert moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2021-037: AHA Development LLC Tenant Write-Offs
Resolution FYE2021-037 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 AHA Development LLC's tenant write-offs in the amount of $4,056.60. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-037. 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.

C. Resolution FYE2021-038: COVID-19 Hazard Pay and Reopening Plan (Phase 3)
Resolution FYE2021-038 was discussed under Unfinished Business, COVID-19 Update. Chairperson Smith asked for a motion to approve Resolution FYE2021-038. Commissioner Waldrop moved that the resolution be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

D. Next Meeting
The next Regular Meeting will be held on Tuesday, May 25, 2021 at 12:00 pm. The meeting will be held at the AHA located at 931 Booker Street. Masks and social distancing will be enforced.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multi-Family Housing Department: Property Management and Maintenance Divisions
Commissioners were given a copy of the Multi-Family Housing Department report which covered activities through March 2021. Secretary/Treasurer Tolbert was pleased to report the increase in occupancy rates and online rent payments.

B. HCV Department
Commissioners were given a copy of the HCV Department report which covered activities through February 2021.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report.

D. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report. Secretary/Treasurer Tolbert reported she completed the Rutgers University/Public Housing Authority Director Association's (PHADA) Executive Director's Certification Program. The graduation ceremony will be held during PHADA's 2022 Commissioner's Conference in January 2022. It was also reported Secretary/Treasurer Tolbert was nominated President of the Alabama PHADA (APHADA) organization for 2021 - 2023.

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 meeting. There being no further business, Chairperson Smith asked for a motion to adjourn. Commissioner White moved that the meeting be adjourned; Commissioner Waldrop seconded. The meeting was adjourned at 1:23 pm.