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AHA Minutes - 05/31/2022

MINUTES

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

May 31, 2022

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, May 31, 2022. The meeting was held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL 36832.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:07 pm by Chairperson Robert Smith.

ROLL CALL

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

Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), Wendy Cochran (Staff)
Board Absent: None

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. There were no changes. Chairperson Smith asked for a motion to approve the Agenda. Commissioner White moved that the Agenda be approved. Commissioner Waldrop 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 February 22, 2022 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the February 22, 2022 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: December 2021 - March 2022
Commissioners were provided a copy of the Business Activity's December 2021 - March 2022 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

C. Multifamily Housing Department: AHA Development LLC: December 2021 - March 2022
Commissioners were provided a copy of the AHA Development LLC's December 2021 - March 2022 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

D. HCV Program: December 2021 - March 2022
Commissioners were provided a copy of the HCV's December 2021 - March 2022 Income and Expense Comparison Report and Board Operating Statement/Budget Report. There was various discussion regarding various initiatives to improve HCV operations in hopes of
decreasing expenses and to operate more efficiently.

Wendy Cochran, COO, reviewed all financial reports. Information will be provided concerning the inquiry regarding the Business Activity's Other Income amount. 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
The Board was provided a copy of the Ridgecrest Redevelopment Report. Secretary/Treasurer Tolbert reviewed the report. Based on the response from the AHFA, it is likely there will not be a 2022 funding cycle. There was various discussion regarding the proposed redevelopment.
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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 FYE2022-026: AHA Development LLC Tenant Write-Offs
Resolution FYE2022-026 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 $4,026.88. Secretary/Treasurer Tolbert reviewed the write-offs and asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2022-026. Commissioner White 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 FYE2022-027: 2022 OCAF
Resolution FYE2022-027 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 Operating Cost Adjustment Factor
(OCAF). The OCAF increases AHA Development LLC's project-based voucher unit's rent by 3.1% to be effective October 1, 2022. Secretary/Treasurer Tolbert reviewed the information and asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2022-027. 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.

C. Resolution FYE2022-028: Career Incentive Program
Resolution FYE2022-028 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 proposed Career Incentive rogram (CIP). There was extensive discussion regarding the CIP. The CIP and resolution will be revised based on the Board's comments.

Chairperson Smith asked for a motion to approve Resolution FYE2022-028. Commissioner Waldrop moved that the resolution be approved to include the recommend language changes. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

Secretary/Treasurer Tolbert stated the CIP and resolution will be revised based on the Board's comments. The revisions will be forwarded to the Board upon completion.

D. Resolution FYE2022-029: RSA 2022 Lump Sum Retiree Payment
Resolution FYE2022-029 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 Retirement Systems of Alabama's 2022 Lump Sum Retiree Payment in the amount of $7,250. Twelve (12) retirees are eligible for the 2022 one-time lump sum payment. AHA will use its accrued assets in the Employee Retirement Systems (ERS) to make the payment.

Chairperson Smith asked for a motion to approve Resolution FYE2022-029. Commissioner White moved that the resolution be approved as received. Commissioner Hand 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, June 28, 2022, at 12:00 pm.

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 April 2022. Secretary/Treasurer Tolbert reviewed the report. The Property Management report reflected an average occupancy rate at 97%. The Maintenance report reflected an average work order completion rate at 99%.

Secretary/Treasurer Tolbert reported the annual inspections are underway which are conducted by a third party coupled with the Maintenance Division being understaffed. There was various discussion regarding the reports.

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 March 2022. It was reported AHA will host a Landlord Symposium on July 14, 2022 in hopes of increasing landlord participation in the tenant-based voucher/Section 8 program. The event will be held at the Auburn Chamber of Commerce. Commissioners are welcome to attend the event. There was various discussion about the event.

The HVC Department opened the tenant-based voucher/Section 8 wait list for 600 online applicants on May 24, 2022. The wait list closed within one hour of it being opened.

Secretary/Treasurer Tolbert commended staff for its efforts in preparing for the Landlord Symposium and implementing the online application module.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report. Secretary/Treasurer Tolbert reviewed the report. It was reported that the installation of compliance cameras is substantially complete. There was minimal resident service activity in April due to staff's absence.

D. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report. Secretary/Treasurer Tolbert reviewed the report. Secretary/Treasurer Tolbert stated she has been appointed to the Auburn City Schools Board of Education. The term beings June 1, 2022.

Commissioners were asked to inform Sandra Sanders if they desire to attend the 2022 AAHRA Conference.

Vice Chairperson Torbert inquired about the Auburn High School's Summer Work Program.

Secretary/Treasurer Tolbert stated she will review and follow up. 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 1:12 pm.