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AHA Minutes - 07/26/2022

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting
July 26, 2022

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, July 26, 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 12:05 pm by Chairperson Robert Smith.

ROLL CALL
Board Present: Nolan Torbert, Deborah Hand, Robert Smith, and Rene Waldrop
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), Wendy Cochran (Staff), and Michael Cohan (Attorney)
Board Absent: Marguerite White
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. It was recommended to move the New Business items after Executive session. Chairperson Smith asked for a motion to approve the revised Agenda. Commissioner Waldrop moved that the revised Agenda be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the revised Agenda approved.

APPROVAL OF MINUTES
Chairperson Smith asked if there were any corrections to the June 28, 2022 Annual Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the June 28, 2022 Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

PUBLIC COMMENTS
There were no public comments.

EXECUTIVE SESSION
The Board met in Executive Session beginning at 12:07 pm to discuss the CEO's employment contract. The Executive Session ended at 12:26 pm with no action taken. The regular order of business resumed at 12:26 pm.

Chairperson Smith thanked Secretary/Treasurer/CEO Tolbert for her hard work and the direction that AHA is headed. There was various discussion regarding Secretary/Treasurer/CEO Tolbert's exemplary performance.

Commissioner Waldrop moved that Secretary/Treasurer/CEO Tolbert receives a 7 1/2% salary increase. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the motion approved.

Secretary/Treasurer/CEO Tolbert thanked the Board for the generous salary increase and continued support.

NEW BUSINESS
A. Resolution FYE2023-001: EMPLOYEE HANDBOOK REVISIONS
Resolution FYE2023-001 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 Employee Handbook revisions. The revisions were reviewed by Michael Cohan, Attorney. There was various discussion about the revisions.

Chairperson Smith asked for a motion to approve Resolution FYE2023-001. Commissioner Waldrop moved that the resolution be approved to include the following changes to the Dress Code Policy: 1) Remove the section heading "Women" and change to "Employees", 2) Add "sagging is prohibited "to # 6. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

Michael Cohan left the meeting after the Employee Handbook revisions were approved.

B. Resolution FYE2023-002: PBV Dwelling Lease and Addendum Revisions
Resolution FYE2023-002 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 revisions for the PBV dwelling lease and lease addendums. The revisions were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2023-002. Commissioner Torbert moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2023-003: 2023 9% LIHTC Application
Resolution FYE2022-003 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 applying for Low Income Housing Tax Credits (LIHTC) during the 2023 funding cycle.

Chairperson Smith asked for a motion to approve Resolution FYE2023-003. 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 FYE2023-004: Vision Statement
Resolution FYE2023-004 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 "Your Key to Housing Opportunities" as the Vision Statement for AHA and its managed agencies.

Chairperson Smith asked for a motion to approve Resolution FYE2023-004. 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.

E. Next Meeting
The next Regular Meeting may be held on Tuesday, August 30, 2022. Lunch will be served at 11:30 am.

FINANCIAL REPORTS
A. Accounts Receivable Report: Business Activity
Commissioners were provided a copy of the Accounts Receivable report. The report reflected expense reimbursements through May 2022.

B. AHA Business Activity: May 2022
Commissioners were provided a copy of the Business Activity's May 2022 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

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

D. HCV Program: May 2022
Commissioners were provided a copy of the HCV's May 2022 Income and Expense Comparison Report and Board Operating Statement/Budget Report. It was reported that HCV received additional administrative fees from HUD in May.

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

UNFINISHED BUSINESS
A. Resolution FYE2022-037: Election of Officers
Resolution FYE2022-037 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 elect a Chairperson and Vice Chairperson for a term beginning July 27, 2022 and expiring June 30, 2023. Commissioner Smith was nominated Chairperson and Commissioner Torbert was nominated Vice Chairperson. There were no additional nominations.

Chairperson Smith asked for a motion to approve Resolution FYE2022-037. Commissioner Waldrop moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

Secretary/Treasurer Tolbert thanked Commissioners Smith and Torbert for their willingness to serve in their respective positions.

B. Proposed Ridgecrest Redevelopment
The Board was provided a copy of the Ridgecrest Redevelopment Report. Secretary/Treasurer Tolbert reviewed the report. There was various discussion regarding the proposed redevelopment. Secretary/Treasurer Tolbert stated she will confirm with the City of Auburn regarding the ramifications of the Vacation of Right of Way for Crosby Circle being approved but the possibility of not moving forward with the proposed Ridgecrest redevelopment due to not being awarded 2023 9% LIHTCs.

C. Landlord Symposium
Secretary/Treasurer Tolbert provided an update of the Landlord Symposium held on July 14, 2022. She commended staff for their dedication and hard work and is hopeful additional property owners will participate in the HCV program because of the event. AHA plans to host the event annually. It was also noted that AHA desires to host an Annual Landlord Appreciation Luncheon for current landlords.

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 June 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 96%. It was reported that May - June work order completions rates were lower due to staff shortage and the onsite biennial inspection. Staff was commended for their hard work.

B. HCV Department
Commissioners were given a copy of the HCV Department report. Secretary/Treasurer Tolbert reviewed the report. The report reflected vouchers leased through May 2022. Secretary/Treasurer Tolbert reported HUD conducted a remote audit of administering EHVs. The audit reflected no findings. Staff was commended for their hard work.

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. There was discussion regarding previous and pending resident events. Staff was commended for their hard work.

D. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report. It was reported AHA received the 2022 NAHRO Award of Merit for its Rebranding and Virtual Initiative.

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 Torbert seconded. The meeting was adjourned at 1:34 pm.