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AHA Minutes - 11/30/2021

MINUTES

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

November 30, 2021

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, November 30, 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 12:00 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), Sandra Sanders (Staff), and 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 Waldrop moved that the Agenda be approved. Commissioner White 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 October 26, 2021 Regular Meeting Minutes. There were no corrections. Vice Chairperson Torbert asked for a motion to approve the October 26, 2021 Minutes. Commissioner White moved that the Minutes be approved. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

EXECUTIVE SESSION

Vice Chairperson Torbert asked for a motion to meet in Executive Session to discuss the Auburn Housing Authority's (AHA) affordable housing strategies. Commissioner White moved that the Board go into Executive Session. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the Board go into Executive Session at 12:01 pm. Secretary/Treasurer Tolbert informed the Board of various affordable housing initiatives regarding Low Income Housing Tax Credits (LIHTC) and the Housing Choice Voucher (HCV) Program. There was various discussion. There was no action taken during Executive Session. Vice Chairperson Torbert asked for a motion to adjourn Executive Session. Commissioner Waldrop moved that the Board adjourns Executive Session. Commissioner White seconded said motion and all members
voted aye. Executive Session ended at 12:21 pm.

FINANCIAL REPORTS

A. FYE2018 - FYE2021 Cash Analysis Report: Board Request
Commissioners were provided a copy of the FYE2018 - FYE2021 Cash Analysis Report that was requested by the Board at the October 26, 2021 meeting. Wendy Cochran, Interim COO, reviewed cash and investment balances for FYE2018 - FYE2021. The report reflected a consistent increase in cash and investment balances.

B. Accounts Receivable Report: Business Activity
Commissioners were provided a copy of the Accounts Receivable report. Wendy Cochran, Interim COO, reviewed FYE2022 reimbursements.

C. AHA Business Activity: July 2021 - September 2021
Commissioners were provided a copy of the Business Activity's July 2021 - September 2021 financial reports. Wendy Cochran, Interim COO, reviewed the September 2021 report.

D. Multifamily Housing Department: AHA Development LLC: July 2021 - September 2021
Commissioners were provided a copy of the AHA Development LLC's July 2021 - September 2021 financial reports. Wendy Cochran, Interim COO, reviewed the September 2021 report.

E. HCV Program: July 2021 - September 2021
Commissioners were provided a copy of the HCV's July 2021 - September 2021 financial reports. Wendy Cochran, Interim COO, reviewed the September 2021 report. 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, she met with the co-developer and attorney to discuss plans for the 2022 application.

B. COVID-19 Update
The Board was provided a copy of the COVID-19 Update report. Secretary/Treasurer Tolbert reviewed the report and commended the Multifamily Housing Department for their efforts in submitting Emergency Rental Assistance applications and executing Repayment Agreements in an effort to reduce outstanding balances.

NEW BUSINESS

A. Resolution FYE2022-015: AHA Development LLC Tenant Write-Offs
Resolution FYE2022-015 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 AHA Development LLC's tenant write-offs in the amount of $612.33. There were no questions regarding the write-offs.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2022-015. 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.

B. Next Meeting
The next Regular Meeting will be held on Tuesday, January 25, 2022 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 October 2021. The Property Management report reflected an average occupancy rate at 98%. The Maintenance report reflected an average work order completion rate at 100%.

B. HCV Department
Commissioners were given a copy of the HCV Department report. Secretary/Treasurer Tolbert reviewed the report. The report reflected voucher utilization through October 2021.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report. The department spearheaded an onsite Farmers Market on November 19, 2021; 142 families were in attendance. Secretary/Treasurer Tolbert thanked Commissioner White for volunteering during the Farmers Market event.

D. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report. There was various dialogue regarding the Miscellaneous Report to include but not limited to the 2021 Christmas Luncheon and rescheduling the FYE2021 audit to the week of January 10 - 13, 2022.

Secretary/Treasurer Tolbert commended staff for their exemplary work. 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, 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 12:47 pm.