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LHA Minutes - 09/15/2021

MINUTES

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

September 15, 2021

The Board of Commissioners of the Housing Authority of the City of LaFayette, Alabama met on Wednesday, September 15, 2021 at the LaFayette Housing Authority Administrative Office located at 301 First Avenue S.W., LaFayette, AL. Due to COVID19, conference call was available for the general public at (267) 807-9601, access code 311-546.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:30 pm by Chairperson Barbara Leverett. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Present: Peggy King, Elton Holloway, Barbara Leverett, and Mary Owens-Lyerly
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (Staff via Conference Call) Absent: None

There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

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

APPROVAL OF MINUTES

Chairperson Leverett asked if there were any changes to the June 21, 2021 Annual Meeting Minutes; there were no changes. Chairperson Leverett asked for a motion to approve the June 21, 2021 Annual Meeting Minutes. Commissioner Holloway moved that the Minutes be approved as received. Commissioner Lyerly seconded said motion and all members voted aye. Chairperson Leverett 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. Wendy Cochran, Interim COO, informed the Board the accounts payable balances are current for expenses through May 2021. Wendy Cochran reviewed the accounts payable process.

B. General Fund: May 2021
Commissioners were provided a copy of the May 2021 detailed financial reports. Wendy Cochran reviewed the income and expense line items for May 2021 and asked if there were any questions regarding the financial reports. There was various discussion about the reports. Wendy Cochran left the meeting after all questions and comments were addressed.

Chairperson Leverett asked for a motion to approve the May 2021 financial reports. Commissioner Holloway moved that the May 2021 reports be approved as received. Commissioner Lyerly seconded said motion and all members voted aye. Chairperson Leverett declared the May 2021 financial reports approved.

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 reported the lawsuit is over and all that remains is for Public Housing Authorities to receive payment for damages. After the meeting, legal counsel confirmed interest will not be paid on the operating subsidy offset. Commissioners were emailed the legal counsel's response on September 19, 2021.

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.

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

NEW BUSINESS

A. Resolution FYE2022-001: FYE2021 Performance Award Criteria
Resolution FYE2022-001 was introduced by Chairperson Leverett. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the FYE2021 Performance Award Criteria. There was various discussion regarding the criteria.

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

B. 2021 AAHRA Conference Update
Chairperson Leverett stated she enjoyed the AAHRA Conference and she learned a lot. Chairperson Leverett provided the Board with an overview of the Commissioner training sessions she attended during the conference.

C. Next Meeting
The next Board meeting is scheduled to be held on December 15, 2021 at 12:30 pm. However, the meeting may be canceled due to the holidays but a Special Meeting will be held if there are time- sensitive items that requires the Board's approval.

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 FYE2021 (July 2020 - June 2021). The report reflected an average occupancy rate of 96%. The Board also received a report for FYE2022. Secretary/Treasurer Tolbert reviewed the report and commended staff for the improvement of occupancy rates for FYE2021 and FYE2022.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance Report which covered activities through FYE2021 (July 2020 - June 2021). The report reflected an average work order completion rate of 97%.  Secretary/Treasurer Tolbert commended staff for its FYE2021 work order completion rate. The Board also received a report for FYE2022.

C. Miscellaneous
Commissioners were provided a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report to include FYE2021 audit, Christmas Luncheon, staffing, and the Resident Commissioner vacancy. There was also discussion on distributing the Board packets and email correspondence.

Secretary/CEO Tolbert thanked the Board for attending 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 Leverett asked for a motion to adjourn. Commissioner King made a motion to adjourn; Commissioner Lyerly seconded. The meeting was adjourned at 1:37 pm.