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AHA Minutes - 07/26/2021

MINUTES

THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting

July 26, 2021

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Monday, July 26, 2021 at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL 36832. Due to COVID19, conference call was available for the general public at (712) 775-7031, access code 311-546.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:04 pm by Vice Chairperson Nolan Torbert.

ROLL CALL

Board Present: Nolan Torbert, Rene Waldrop, Deborah Hand, and Marguerite White
Others Present: Sharon Tolbert (Secretary/Treasurer), Michael Syme (Attorney), Sandra Sanders (Staff), Wendy Cochran (Staff)

Board Absent: Robert Smith

There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

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

APPROVAL OF MINUTES

Vice Chairperson Torbert asked if there were any corrections to the June 29, 2021 Annual Meeting Minutes. There were no corrections. Vice Chairperson Torbert asked for a motion to approve the June 29, 2021 Minutes. Commissioner Waldrop moved that the Minutes be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

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

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

D. HCV Program: May 2021
Commissioners were provided a copy of the HCV's May 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. Proposed Ridgecrest Redevelopment
Secretary/Treasurer Tolbert reported the AHA's 2021 9% LIHTC application was terminated by the Alabama Housing Finance Authority due to not meeting the application submission requirements. Attorney, Michael Syme, discussed in detail AHA's challenges with
submitting a successful application which primarily was due to compiling an application in two months which typically takes eight months or more to complete. It was also reported staff will be meeting with the developer on August 5, 2021 to discuss the next steps. There was extensive dialogue regarding the 2021 application and how to proceed. After discussion, Commissioners proposed to submit a 2022 application. Secretary/Treasurer Tolbert stated the
action item will be recorded as Resolution FYE2022-003 (see New Business below).

B. COVID-19 Update
Secretary/Treasurer Tolbert reported that various policies are being reviewed to determine if revisions are needed as a result of the pandemic. Commissioner White reported the touchless forehead thermometer in the lobby was not working. Secretary/Treasurer Tolbert stated she would look into the matter. Vice Chairperson Torbert inquired about the percentage of staff that has been vaccinated. Secretary/Treasurer Tolbert responded she will have to confirm with legal counsel if the information can be requested due to HIPA regulations. There was other dialogue about reopening as a result of COVID-19.

NEW BUSINESS

A. Resolution FYE2022-001: MTW ACC Amendment
Resolution FYE2022-001 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the MTW ACC Amendment. The amendment is a HUD requirement to comply with the MTW Cohort 1 demonstration. The amendment was reviewed. There was various discussion regarding the amendment.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2022-001. Commissioner White moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

B. Resolution FYE2022-002: FYB2020 Annual Action Plan EOY Report
Resolution FYE2022-002 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2020 Annual Action Plan EOY Report. Commissioners reviewed the report. Secretary/Treasurer Tolbert asked if there were any questions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2022-002. Commissioner White moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

C. Resolution FYE2022-003: 2022 9% LIHTC Application
Vice Chairperson Torbert asked for a motion to approve Resolution FYE2022-003 to authorize submitting a 2022 9% LIHTC application to redevelop the Ridgecrest site. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

D. HCV FYE2021 Performance Award Discussion
There was a lengthy discussion regarding the FYE2021 Performance Award. Secretary/Treasurer Tolbert will follow-up and assess the feedback received from Auburn, LaFayette, and Roanoke Board of Commissioners.

E. Next Meeting
The next Regular Meeting will be held on Tuesday, August 31, 2021 at 12:00 pm. Lunch will be served at 11:30 am. The meeting will be held at the Auburn Housing Authority located at 931 Booker Street. To comply with social distancing, conference call will be available for the general public. Masks, temperature check, and social distancing will be enforced onsite.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management and Maintenance Divisions
Commissioners were given a copy of the Multifamily Housing Department report which covered activities through June 2021. It was reported the average FYE2021 occupancy rate was 96% and the average work order completion rate was at 99%.

B. HCV Department
Commissioners were informed staff was invited by HUD to participate in a virtual VASH meeting to provide information on AHA's Landlord Incentive Program.

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.
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 attending the meeting. There being no further business, Vice Chairperson Torbert asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned; Commissioner White seconded. The meeting was adjourned at 1:38 pm.