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RHA Minutes - 09/02/2021

MINUTES

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

September 2, 2021

The Board of Commissioners of the Housing Authority of the City of Roanoke, Alabama met on Thursday, September 2, 2021 at the Justice Center located at 30 West Point Center, Roanoke, AL. 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 5pm by Chairperson Paula Lambert. Sharon Tolbert, CEO acted as Secretary/Treasurer. The Board welcomed Commissioner Patrice Awbrey to the Board of Commissioners. Commissioners and staff introduced themselves.

ROLL CALL

Present: Paula Lambert, Sarah Nunn, Michael Watkins, and Patrice Awbrey
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (Staff via conference call)

Absent: Alton Joiner
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Chairperson Lambert asked if there were any changes to the Agenda. Hearing none, Chairperson Lambert asked for a motion to approve the Agenda. Commissioner Nunn moved that the Agenda be approved. Commissioner Watkins seconded said motion and all members voted aye. Chairperson Lambert declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson Lambert asked if there were any changes to the June 10, 2021 Annual Meeting Minutes. Hearing none, Chairperson Lambert asked for a motion to approve the June 10, 2021 Minutes. Commissioner Nunn moved that the Minutes be approved as received. Commissioner Watkins seconded said motion and all members voted aye. Chairperson Lambert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

A. General Fund: May 2021
Commissioners were provided a copy of the detailed May 2021 financial reports. Commissioners reviewed the reports. Interim COO, Wendy Cochran, reviewed May's financial reports and asked if there were questions.

B. Capital Fund Program (CFP) Reports
Commissioners were given a copy of the CFP 2018 - 2021 grant reports. Interim COO, Wendy Cochran, reviewed the grant balances. It was reported the grant balances will be drawn as part of the RAD PRBRA closing.

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

UNFINISHED BUSINESS

A. RAD Update
Commissioners were provided an update of the RAD PBRA closing. Secretary/Treasurer Tolbert reviewed the timeline. It is estimated RHA will close its RAD transaction by December 31, 2021.

B. COVID-19 Update Report The Board was provided a copy of the COVID-19 Update Report. Secretary/Treasurer Tolbert reviewed
the report.

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

C. FYE2021 Performance Award Poll
Secretary/Treasurer sent a poll via email to assess the Board's opinion regarding the FYE2021 Performance Award. The poll results were discussed. After lengthy discussion, it was determined due to the Department of Housing and Urban Development's (HUD) FYE2020 - FYE2021 COVID19 waivers, FYE2021's performance will be based on RHA's HUD FYE2019 PHAS score which reflect a "High Performer" rating.

After discussion, the Board voted on the scoring criteria which is reflected below under New Business, Resolution FYE2022-001.

NEW BUSINESS

A. Resolution FYE2022-001: FYE2021 Performance Award Criteria
Resolution FYE2022-001 was introduced by Chairperson Lambert. Secretary/Treasurer Tolbert reiterated the Board's agreed upon scoring criteria to include the following:

  • HUD FYE2019 PHAS Score

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

Secretary/Treasurer Tolbert thanked the Board for their generosity.

B. Next Meeting
The next Board meeting will be held on December 9, 2021 at 5:30 pm. A Special Meeting will be held if time sensitive business needs to be addressed.

A copy of the New Business resolutions and supporting information is 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 FYE2021 and August 2021. Secretary/Treasurer Tolbert reviewed the report.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance Report which covered activities through FYE2021 and August 2021. Secretary/Treasurer Tolbert reviewed the report.

C. Miscellaneous
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report. 

Secretary/Treasurer Tolbert requested Commissioners confirm their email address with Sandra Sanders. It was also reiterated the importance of checking and responding to email correspondence due to it being the primary source of communication from the Secretary/Treasurer/CEO Tolbert.

Secretary/Treasurer/CEO Tolbert reported she will ensure staff is trained on online rent payments.

Secretary/CEO Tolbert thanked the Board for attending 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 Lambert asked for a motion to adjourn. Commissioner Watkins made a motion to adjourn; Commissioner Nunn seconded. The meeting was adjourned at 6:30 pm.