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LHA Minutes - 06/21/2021

MINUTES

THE HOUSING AUTHORITY OF THE CITY OF LAFAYETTE
The Board of Commissioner's Annual Meeting

June 21, 2021

The Board of Commissioners of the Housing Authority of the City of LaFayette, Alabama met on Wednesday, June 21, 2021 via Zoom due to the COVID-19 pandemic.

CALL TO ORDER

The Board of Commissioner's Annual Meeting was called to order at 2:03 pm by Chairperson Peggy King. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Present: Peggy King, Elton Holloway and Barbara Leverett
Others Present: Sharon Tolbert, Sandra Sanders, and Deborah Ray
Absent: Mary Owens-Lyerly

There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Chairperson King asked if there were any changes to the Agenda. Secretary/Treasurer Tolbert requested to remove the FYE2020 audit report review by the auditors because they would not be in attendance. The report will be discussed under New Business, Resolution FYE2021-002. Chairperson King asked for a motion to
approve the revised Agenda. Commissioner Holloway moved that the Agenda be approved. Commissioner Leverett seconded said motion and all members voted aye. Chairperson King declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson King asked if there were any changes to the September 16, 2020 Minutes; there were no changes. Chairperson King asked for a motion to approve the September 16, 2020 Minutes. Commissioner
Leverett moved that the Minutes be approved as received. Commissioner Holloway seconded said motion and all members voted aye. Chairperson King declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

A. Accounts Payable Report: Auburn Housing Authority
The Board was given a copy of the Accounts Payable Report. Secretary/Treasurer Tolbert informed the Board the accounts payable balances are for expenses through April 2021.

B. General Fund: June 2020 - April 2021
Commissioners were provided a copy of the June 2020 - April 2021 Income and Expense Comparison and Board Operating Statement/Budget. Secretary/Treasurer Tolbert reviewed the income and expense line items for April 2021 and asked if there were any questions regarding the financial reports. Detailed financial reports were emailed to the Board prior to the meeting.

A copy of the financial reports are attached and made a part of the Minutes.

UNFINISHED BUSINESS

A. HUD Lawsuit
Commissioners were provided an update of the second lawsuit against HUD regarding the 2012 operating subsidy offset. Secretary/Treasurer Tolbert reviewed the correspondence from the attorney.

Commissioner Leverett asked if interest will be paid as a result of the lawsuit. Secretary/Treasurer Tolbert stated she will confirm with legal counsel and follow-up.

B. COVID-19 Update Report
The Board was provided a copy of the COVID-19 Update Report. Secretary/Treasurer Tolbert reviewed the report. There was various dialogue regarding the reopening procedures and Hazard Pay.

A copy of the Unfinished Business reports are attached and made a part of the Minutes.

NEW BUSINESS

A. Resolution FYE2021-002: FYE2021 Audit Report
Resolution FYE2021-002 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the
resolution is to approve the FYE2021 audit. Secretary/Treasurer Tolbert reviewed the report and stated there were no findings. There was various discussion regarding the audit report.

Chairperson King asked for a motion to approve Resolution FYE2021-002. Commissioner Holloway moved that the resolution be approved as received. Commissioner Leverett seconded said motion and all
members voted aye. Chairperson King declared the resolution approved.

B. Resolution FYE2021-003: 2021 OCAF
Resolution FYE2021-003 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the
resolution is to approve the 2021 OCAF. The OCAF reports were reviewed. There was various discussion regarding the OCAF report.

Chairperson King asked for a motion to approve Resolution FYE2021-003. Commissioner Leverett moved that the resolution be approved as received. Commissioner Holloway seconded said motion and
all members voted aye. Chairperson King declared the resolution approved.

C. Resolution FYE2021-004: RAD PBV Closeout
Resolution FYE2021-004 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the
resolution is certify all RAD PBV closeout requirements have been met. The closeout requirements were reviewed. Secretary/Treasurer Tolbert asked if there were questions.

Chairperson King asked for a motion to approve Resolution FYE2021-004. Commissioner Holloway moved that the resolution be approved as received. Commissioner Leverett seconded said motion and all
members voted aye. Chairperson King declared the resolution approved.

D. Resolution FYE2021-005: Tenant Write-Offs
Resolution FYE2021-005 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the
resolution is to approve the tenant write-offs in the amount of $2,362.63. Secretary/Treasurer Tolbert asked if there were questions.

Chairperson King asked for a motion to approve Resolution FYE2021-005. Commissioner Holloway moved that the resolution be approved as received. Commissioner Leverett seconded said motion and all
members voted aye. Chairperson King declared the resolution approved.

E. Resolution FYE2021-006: FYB2020 Annual Budget Adjustments
Resolution FYE2021-006 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2020 Annual Budget Adjustments. Secretary/Treasurer Tolbert reviewed the adjustments and asked if there were any questions.

Chairperson King asked for a motion to approve Resolution FYE2021-006. Commissioner Holloway moved that the resolution be approved as received. Commissioner Leverett seconded said motion and all
members voted aye. Chairperson King declared the resolution approved.

F. Resolution FYE2021-007: FYB2021 Annual Budget
Resolution FYE2021-007 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2021 Annual Budget. Secretary/Treasurer Tolbert reviewed the budget. There was various dialogue regarding the proposed budget.

Chairperson King asked for a motion to approve Resolution FYE2021-007. Commissioner Leverett moved that the resolution be approved as received. Commissioner Holloway seconded said motion and
all members voted aye. Chairperson King declared the resolution approved.

G. Resolution FYE2021-008: Elect Chairperson and Vice Chairperson
Resolution FYE2021-008 was introduced by Chairperson King. Secretary/Treasurer Tolbert reported the resolution is to elect a Chairperson and Vice Chairperson for July 1, 2021 - June 30, 2022.
Commissioner Barbara Leverett was nominated Chairperson and Commissioner Peggy King was nominated Vice Chairperson. They both accepted their respective nomination.

Chairperson King asked for a motion to approve Resolution FYE2021-008 to Elect Barbara Leverett Chairperson and Peggy Kings Vice Chairperson. Commissioner Holloway moved that the resolution be
approved as received. Commissioner Leverett seconded said motion and all members voted aye. Chairperson King declared the resolution approved.

H. Resolution FYE2021-009: FYE2021 Fixed Asset Write-Offs
Resolution FYE2021-009 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYE2021 fixed asset write-offs. Secretary/Treasurer Tolbert reviewed write-offs. There was various dialogue regarding the write-offs.

Chairperson King asked for a motion to approve Resolution FYE2021-009. Commissioner Leverett moved that the resolution be approved as received. Commissioner Holloway seconded said motion and all members voted aye. Chairperson King declared the resolution approved.

I. FYE2021 Performance Award Discussion
There was a lengthy discussion regarding the FYE2021 Performance Award. It was determined the Board will need additional information before a decision is finalized. Secretary/Treasurer Tolbert will provide more information after meeting with Auburn's Board of Commissioners.

J. Next Meeting
The next Board meeting will be held on September 15, 2021 at 12:30 pm. The Board opted to meet onsite at the LHA Administrative Office. Lunch will be catered by Presley's Catering.

A copy of the New Business reports, resolutions and supporting information are attached and made a part of the Minutes.

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 May 2021. Secretary/Treasurer Tolbert reviewed the report and commended staff for a 99% occupancy rate.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance Report which covered activities through May 2021. Secretary/Treasurer Tolbert reviewed the report and commended staff for a work order completion rate of 100%.

C. Miscellaneous
Resident Commissioner: Secretary/Treasurer Tolbert stated the Resident Commissioner's position remains vacant.

2021 AAHRA Conference: Secretary/Treasurer Tolbert informed the Board to contact Sandra Sanders if they were interested in attending the 2021 AAHRA Conference. Commissioner Leverett expressed
interest in attending the conference.

Affordable Housing Initiative: Secretary/Treasurer Tolbert reported she had a Meeting with Mayor Vines and a City Council member and both expressed interest in possibly partnering with LHA to develop
affordable housing. There was various discussion about affordable housing opportunities. Secretary/Treasurer Tolbert will follow-up once additional information becomes available.


Secretary/CEO Tolbert thanked the Board for participating in the meeting.

A copy of all of the departmental reports are attached and made a part of the Minutes.

ADJOURNMENT

There being no further business, Chairperson King asked for a motion to adjourn. Commissioner Holloway made a motion to adjourn; Commissioner Leverett seconded. The meeting was adjourned at 3:42 pm.