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AHA Minutes - 01/25/2022

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting
January 25, 2022

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met via Zoom on Tuesday, January 25, 2022, due to the COVID-19 pandemic. The Zoom link and call-in information are below.

Join Zoom Meeting
https://us06web.zoom.us/j/87970982548?pwd=YjM1N1BzdVUwYUFBczZKaG8wZGhFQT09

Call In
Number: 1 (312) 626-6799
Meeting ID: 879 7098 2548
Passcode: 926452

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, Robert Smith, and Marguerite White
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 White moved that the Agenda be approved. Commissioner Torbert 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 November 30, 2021, Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the November 30, 2021, Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner Waldrop 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.

B. AHA Business Activity: October - November 2021
Commissioners were provided a copy of the Business Activity's October - November 2021 Income and Expense Report and Board Operating Statement/Budget Report.

C. Multifamily Housing Department: AHA Development LLC: October - November 2021
Commissioners were provided a copy of the AHA Development LLC's October - November 2021 Income and Expense Report and Board Operating Statement/Budget Report.

D. HCV Program: October - November 2021
Commissioners were provided a copy of the HCV's October - November 2021 Income and Expense Report and Board Operating Statement/Budget Report.

Wendy Cochran, COO, reviewed all financial reports. There was various discussion regarding the reports. Ms. Cochran left the meeting after reviewing the reports. Due to file size, detailed financial reports were emailed to the Board before the meeting.

UNFINISHED BUSINESS
A. Proposed Ridgecrest Redevelopment
Secretary/Treasurer Tolbert reported AHFA has not published the final 2022 9% LIHTC application. The co-developer plans to visit the proposed site on February 3, 2022 and discuss the application process.

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

NEW BUSINESS
A. Resolution FYE2022-016: AHA Development LLC Tenant Write-Offs
Resolution FYE2022-016 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 $8,576.60. Chairperson Smith questioned the time delay of various write-offs and the process regarding the write-off in the amount of $7,618. Secretary/Treasurer Tolbert reported delays in processing write-offs were overlooked by previous staff and discovered by new staff, but she takes responsibility for the write-off delays. Secretary/Treasurer Tolbert stated she will review and follow-up with the Board regarding the write-off for $7,618.

Chairperson Smith asked for a motion to approve Resolution FYE2022-016. Commissioner Waldrop moved that the resolution be approved as received. Commissioner Tolbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2022-017: 2022 Family Self-Sufficiency (FSS) Grant
Resolution FYE2022-017 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 FSS grant in the amount of $90,100. The grant is sponsored by HUD to fund the FSS Coordinator's position. Secretary/Treasurer Tolbert reported Rachel Harris has done an outstanding job as FSS Coordinator.

Chairperson Smith asked for a motion to approve Resolution FYE2022-017. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2022-018: HCV 2022 Payment Standards Revision (SAFMRs)
Resolution FYE2022-018 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 2022 HCV Payment Standards to include Small Area Fair Market Rents for zip codes 36830, 36832, and 36865. There was various discussion regarding the proposed revised payment standards.

Chairperson Smith asked for a motion to approve Resolution FYE2022-018. 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 FYE2022-019: HUD Expedited Regulatory Waiver (PIH 2021-34)
Resolution FYE2022-019 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 HUD's Expedited Regulatory Waiver cited at PIH Notice 2021-34. Secretary/Treasurer Tolbert provided information regarding the Notice and asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2022-019. 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. Next Meeting
The next Regular Meeting will be held on Tuesday, February 22, 2022, at 12:00 pm. Location is contingent on COVID-19 positive cases in the area.

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 December 2021. The Property Management report reflected an average occupancy rate at 98%. The Maintenance report reflected an average work order completion rate at 100%.

Secretary/Treasurer Tolbert reported the Maintenance Division is preparing for annual inspections which is conducted by a third party.

B. HCV Department
Commissioners were given a copy of the HCV Department report. Secretary/Treasurer Tolbert reviewed the report. The report reflected voucher and funding utilization through November 2021. It was also report staff are developing plans in hopes of increasing landlord participation in the tenant-based voucher/Section 8 program.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report. The department spearheaded an onsite Farmer's Market at the Auburn, LaFayette and Roanoke Housing Authority in December 2021; 276 families were served. The Board thanked staff for their efforts of offering the Farmer's Markets.

D. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report. Secretary/Treasurer Tolbert reported the onsite audit was conducted the week of January 10, 2022. The exit conference reflected no findings for Auburn, LaFayette, and Roanoke Housing Authorities. However, the testing of various items is pending due to staff's absence during the audit. In addition, the FYE2020 finding has been cleared. Secretary/Treasurer Tolbert commended staff for their hard work during the audit. The Board was also informed of various staff changes.

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 12:59 pm.