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AHA Minutes - 10/26/2021

MINUTES

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

October 26, 2021

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, October 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 (267) 807-9601, access code 311-546.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:01 pm by Chairperson Robert Smith.

ROLL CALL

Board Present: Nolan Torbert, Rene Waldrop, Deborah Hand, Marguerite White, and Robert Smith

Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (Staff)
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. There were no changes. Commissioner Torbert moved that the Agenda be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the August 31, 2021 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the August 31, 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

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, Interim COO, reviewed FYE2021 reimbursements.

B. AHA Business Activity: June 2021
Commissioners were provided a copy of the Business Activity's June 2021 financial reports. Wendy Cochran, Interim COO reviewed reports.

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

D. HCV Program: June 2021
Commissioners were provided a copy of the HCV's June 2021 financial reports. Wendy Cochran, Interim COO, reviewed reports.

Chairperson Smith requested a report to compare the cash balances at FYE2020 and FYE2021. There was various dialogue regarding the financial reports. Wendy Cochran left the meeting after reviewing the financial reports.

UNFINISHED BUSINESS

A. Proposed Ridgecrest Redevelopment
Secretary/Treasurer Tolbert reported AHFA has not published the final 2022 Qualified Allocation Plan. However, the City of Auburn has confirmed its continued commitment to offer the Section 108 Loan as gap financing for the proposed redevelopment.

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

C. LHA HUD 2012 Operating Reserve Offset Lawsuit
Secretary/Treasurer reported the HUD 2012 Operating Reserve Offset Lawsuit has ended and all that remains is the payment of damages to the LaFayette Housing Authority. There was various discussion regarding the lawsuit and proposed damages.

NEW BUSINESS

A. Resolution FYE2022-008: FYE2021 Performance Award Criteria
Resolution FYE2022-008 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 FYE2021 Performance Award Criteria.
The criteria was reviewed. After a lengthy discussion, the Board agreed to revise the CEO's recommended HCV criteria to be based on the award that was approved in 2020 which was based on the FYE2019 HUD SEMAP score (High Performer). The revised criteria will be emailed to the Board before implementation. Further Board approval will not be required.

Chairperson Smith asked for a motion to approve Resolution FYE2022-008. 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.

B. Resolution FYE2022-009: 2022 HCV Payment Standards
Resolution FYE2022-009 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 2022 HCV Payment Standards. There was various discussion regarding the new payment standards.

Chairperson Smith asked for a motion to approve Resolution FYE2022-009. 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.

C. Resolution FYE2022-010: 2022 Utility Allowances
Resolution FYE2022-010 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 2022 Utility Allowances. There was various discussion regarding the revised utility allowances.

Chairperson Smith asked for a motion to approve Resolution FYE2022-010. 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. Resolution FYE2022-011: AHA Development LLC Tenant Write-Offs
Resolution FYE2022-011 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 $17,671.98. Secretary/Treasurer Tolbert reported the increase in write-offs were primarily due to accounts that were not written off in previous fiscal years. There was various discussion regarding the write offs.

Chairperson Smith asked for a motion to approve Resolution FYE2022-011. 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.

E. Resolution FYE2022-012: 2022 JARC Agreement
Resolution FYE2022-012 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 2022 JARC Agreement in the amount of $10,000. The purpose of the JARC program and the match requirements were also discussed. There was various dialogue regarding the JARC program.

Chairperson Smith asked for a motion to approve Resolution FYE2022-012. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

F. Resolution FYE2022-013: HCV Administrative Plan Revision - EHV Supplement
Resolution FYE2022-013 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 revising the HCV Administrative Plan to include the Emergency Housing Voucher (EHV) Supplement. There was various discussion regarding the EHV Supplement.

Chairperson Smith asked for a motion to approve Resolution FYE2022-013. 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.

G. Resolution FYE2022-014: Employee Handbook Revision
Resolution FYE2022-014 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 revising the Employee Handbook to remove "residing in the household" regarding the use of sick leave. There was various discussion regarding the revision.

Chairperson Smith asked for a motion to approve Resolution FYE2022-014. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White. seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

H. Organizational Chart
Commissioners were provided an updated organizational chart. Secretary/Treasurer Tolbert reviewed the relevant changes.

I. 2021 AAHRA Conference Update: Commissioner Deborah Hand
Commissioner Hand provided the Board with an update from the 2021 AAHRA Conference. Highlights included ransomware/server protection, disaster recovery, and risk management. There was various discussion regarding the topics. Secretary/Treasurer Tolbert thanked Commissioner Hand for attending the conference and providing an update.

J. Next Meeting
The next Regular Meeting will be held on Tuesday, November 30, 2021 at 12:00 pm. Lunch will be served at 11:30 am. The Board will meet onsite 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 September 2021. The Property Management report reflected an average occupancy rate at 98.4%. The Maintenance report reflected an average work order completion rate at 100%.

B. HCV Department
No report.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report. Secretary/Treasurer Tolbert reported AHA is working on developing a basketball team and cheer squad to participate the SERC-NAHRO Basketball Tournament to be held in Opelika, AL in January 2022.

D. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report. There was various dialogue regarding the Miscellaneous Report. A copy of all 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, Chairperson Smith asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned; Commissioner White seconded. The meeting was adjourned at 1:26 pm.